Group travel planning doesn’t have to feel like crisis management
Coordinating group travel is rarely as simple as booking a few flights and hotel rooms. Whether you’re planning for a corporate offsite, national tournament, or team conference, things get complicated really quickly.
Itineraries shift. Budgets tighten. Luggage policies change. And somehow, you’re the one expected to hold it all together.
We’ve seen it all. And we’ve built a group travel management approach that actually works. One that removes friction, builds in flexibility, and saves time, money, and sanity for teams across Canada.
Why group travel planning is so frustrating
(And what’s usually missing from the process)
Even when you’ve done it before, group travel rarely goes smoothly on its own. What starts as a simple headcount and a few departure dates quickly turns into:
- Conflicting arrival preferences and rooming requests
- Policy questions no one knows how to answer (Can I upgrade? Can my spouse come?)
- Changes at the last minute and no clear process to manage them
- Disconnected bookings, scattered receipts, and missed reimbursements
- No visibility on spend, even though the budget’s tight
And when something goes wrong (delayed flight, missing gear, room not ready), you’re the one who gets the call. That’s why we built our group travel management offering around proactive planning, hands-on support, and one point of contact who sees the whole picture.
What makes our approach different
It’s not just what we do—it’s how we think
At Corporate Traveller, we assign a dedicated Travel Manager who acts more like a logistics partner than a booking agent. They step in early, sometimes before dates are finalized, and work with you to map out the entire journey across four key areas, leveraging our industry expertise to handle even the most complex requirements:
1. Strategic planning
We start by understanding the “why” behind your group travel. Is it a reward trip? A product rollout? A tournament? That context shapes how we manage spend, flexibility, and timing. We’ll advise on ideal arrival windows, transfer logistics, buffer times, and group size thresholds that affect airline and hotel policies.
2. Centralized booking
You’ll get one consolidated view of flights, accommodation, and transfers. We manage rooming lists, special requirements (like accessibility or dietary needs), and ensure all travel aligns with your company’s policy. If individual travellers need deviations or add-ons, we’ll handle those too, with approval tracking built in.
3. Real-time problem solving
Once the trip kicks off, your Travel Manager stays close. Missed connection? Storm delays? Hotel issues? We’re reachable 24/7, with full visibility into your group’s itineraries, preferences, and priorities.
4. Post-trip reporting
After the fact, we’ll break down spend by category, show you where savings were achieved, and highlight opportunities to improve the next time around.
Case study: When every weekend is a travel weekend
How TWU's athletic department got their time back
Trinity Western University needed help managing regular team travel. We’re not talking about one-off trips, we’re talking about coordinating dozens of athletes, coaches, and support staff every single weekend.
Before us:
- Coaches booked travel manually, sometimes spending hours on the phone
- Changes meant starting from scratch, often late at night
- Costs were high and hard to track
- Staff were burnt out
With us:
- $60,000 in value and savings in under a year
- 100+ travellers booked and managed per weekend
- 3.37:1 ROI
- 24/7 support so that no one got stranded
- A single point of contact who handled it all
Your pre-trip checklist: What to lock in early
Avoid surprises with our group travel planning guide
We built this checklist from experience, because the most common group travel problems? They’re totally avoidable when you plan for them.
What to consider:
- Final headcount, including staff, travellers, +1s
- Travel windows (arrival cut-offs, late-night departures, buffer times)
- Rooming lists and preferences
- Luggage requirements and equipment transport (e.g. sports gear, trade show materials)
- Deviation approvals: who can extend their trip or bring a companion?
- Special needs (dietary, medical, accessibility)
- Transfer timing, especially for multi-city or offsite locations
Download a checklist to get ahead of the details:
For guidelines on ensuring traveller safety and organizational compliance, see duty of care essentials for business travel.
What our team hears all the time: "We didn’t know it could be this easy."
I’ve coordinated everything from corporate incentive trips to multi-city sports group events and know how quickly logistics can get overwhelming. My job is to keep things seamless, organized, and stress-free—so clients can focus on the purpose of the trip, not the travel details.
— Hailey Windram, Team Leader at Corporate Traveller
That’s what sets us apart. Our group travel team isn’t just fast, they find a strategy that works. They ask the right questions early, flag issues before they happen, and help you keep travellers happy without blowing the budget.
Talk to a group travel expert today.
