Meetings & group travel
Forty people, six cities, one arrival plan
We bring attendees from wherever they are to one place, under your travel rules and budget, and reconcile it afterwards. Here's a worked example, and exactly who does what.
Worked example
A leadership offsite in Lisbon
40 attendees from New York, Boston, Chicago, London, Frankfurt and Sydney; three nights; a budget approved by the CFO. Illustrative.
Invitations and guest information
The organizer sends us the attendee list. We collect each person's travel details, profile and preferences, or use them from the program if they're already travelers.
Travel rules
One rule set for the event: economy for flights under 9 hours, business for Sydney, arrivals by 3pm on day one, and a hotel block at the venue.
Budget approval
We price the whole group, and the estimate goes to the budget holder for one approval, not 40.
Booking status
Each attendee is tracked: invited, details received, options sent, booked, ticketed.
Arrival schedule
A single arrivals list by time and terminal, so transfers can be grouped.
Changes
Late additions, drop-outs and date changes are handled individually without disturbing the rest.
Reconciliation
Final costs by attendee, department and project against the approved budget, with refunds and credits from drop-outs tracked.
| Departing from | Attendees | Arrives |
|---|---|---|
| New York | 14 | Day 1, 08:10 |
| Boston | 6 | Day 1, 07:35 |
| Chicago | 5 | Day 1, 09:20 |
| London | 8 | Day 1, 11:45 |
| Frankfurt | 4 | Day 1, 12:30 |
| Sydney | 3 | Day 1, 14:05 |
| Total | 40 |
Who does what
Clear lines between us and the organizer
| Task | silentVIP | The organizer |
|---|---|---|
| Attendee list and invitations | Collects travel details | Owns the list and sends the invitations |
| Travel rules and budget | Prices the group and proposes rules | Approves the budget and rules |
| Flights, rail and hotel blocks | Books and tickets | |
| Arrival schedule and transfers | Builds the schedule and books transfers | Confirms the venue's timings |
| Changes and drop-outs | Rebooks, cancels and tracks refunds | Tells us who has changed |
| Venue, catering and agenda | Owns them | |
| Final reconciliation | Costs by attendee, department and project | Signs off |
Evidence
What you can measure from week one
Every figure below comes from your own bookings in the portal, from the first trip. No benchmarks, no borrowed case studies.
Policy compliance
The share of bookings in policy, every exception with its justification, and who approved it.
Budget against spend
Spend by department, project, supplier and traveler for any period, set against each department's budget.
Allocation coverage
The share of spend carrying an entity, department and project code, so month-end gaps show before close.
Money owed back
Refunds requested, processing and received, with outstanding and recovered kept separate.
Unused ticket credits
Every open credit by traveler and airline, with its expiry, until it's used.
Emissions
Estimated CO2e per booking using the UK government's published factors, exportable to CSV.
See all of it on our fictional demo company in the sample monthly report.
Questions
What buyers ask about meetings & group travel
How far ahead should we start?
Can attendees from outside the company come?
Do you book venues?
Group inquiry
Tell us about the event
Group travel from 10 attendees. Ideally 8 weeks before the event; we can work to shorter timelines when inventory allows.
Fees: $45 per attendee, minimum $1,500.
Planning an event?
Send the dates, destination and departure cities and we'll come back with a plan.
Already a client? Get travel support.