Team Travel is experiencing a significant resurgence, marking a 73% increase in summer 2022 alone, according to Navan data. This surge highlights a strong desire for teams to reconnect and collaborate in person. While group business travel, typically defined as trips for ten or more individuals, brings exciting opportunities and collective purchasing power, it also presents unique organizational challenges. Securing favorable group rates and navigating the complexities of booking can be daunting even for seasoned travel managers.
While booking group travel offers advantages like better rates and more flexible terms compared to individual bookings, effectively managing these arrangements requires specific knowledge. Knowing the right questions to ask hotels and airlines can unlock substantial savings and ensure a smoother, more enjoyable experience for everyone involved. Companies can leverage group fares for cost savings and negotiate perks such as adaptable check-in/out times, upgrades, and discounted meeting spaces.
This article explores the two primary methods Navan provides to simplify team travel arrangements: a user-friendly self-service platform and personalized support from a dedicated VIP team.
Man jumping with excitement over his upcoming business trip to Berlin using the Navan app
Alt text: A man joyfully leaps in the air, expressing excitement for his upcoming team business trip to Berlin, conveniently planned using the Navan mobile application.
Expert Support for Complex Team Travel Arrangements
Navan’s dedicated meetings team specializes in simplifying the sourcing, booking, and management of group reservations. Comprised of industry veterans, each with over a decade of experience in group travel logistics, this team brings extensive expertise and established global relationships to the table. Their deep understanding allows them to identify crucial questions, select the ideal properties for group accommodations, and negotiate beyond just rates to enhance the overall travel experience.
“Anyone can contact a hotel and request a group rate, but securing the best possible outcome requires asking the right questions and knowing what to negotiate,” explains Matt Irwin, Head of Client Engagement at Navan. His insights underscore the value of specialized knowledge in group travel planning.
Many travel managers are aware of negotiating discounts with hotels, but often miss critical aspects like securing beneficial concessions, favorable conditions of carriage, and advantageous payment terms. They may lack expertise in minimizing financial exposure and credit card risks for the group, or in structuring contracts to prioritize guest satisfaction. Navan’s expert team addresses these gaps by acting as a knowledgeable advocate, sourcing options and negotiating terms on behalf of their clients, becoming a centralized point of contact for all group booking needs.
For each group travel request, Navan’s team proactively identifies and sends Requests for Proposals (RFPs) to a curated selection of three hotels in the chosen destination. This selection process considers factors such as booking timelines, group size, contingency planning, and conditions of carriage, ensuring a tailored approach. Furthermore, a dedicated manager is readily available in the weeks leading up to the trip and throughout the entire travel period – from departure to return – to promptly address and resolve any unforeseen issues that may arise.
Responding to the growing trend of team travel and following the strategic acquisition of Reed & Mackay, Navan introduced a more intuitive self-service tool in June 2021. This innovation was designed to handle the majority of common group travel scenarios, freeing up the expert team to concentrate on more intricate and demanding cases, enhancing efficiency and service quality.
A desktop view of a group trip itinerary using Navan travel software
Alt text: A desktop computer displays Navan travel software, showcasing a detailed group trip itinerary for an upcoming corporate offsite in Berlin, illustrating user-friendly team travel planning.
Innovative Self-Service Tools for Streamlined Group Bookings
The Navan Team Travel tool is designed to empower facilitators, travel planners, and executive teams to efficiently organize offsites and group travel for corporate teams. Positioned as a modern alternative to traditional travel agencies, this user-centric group booking platform is specifically engineered to address the unique demands of team travel. It simplifies the process of searching for airfares, coordinating travel dates across a group, and ensuring the privacy of personal data for all travelers involved. The Team Travel tool significantly streamlines group reservations, making it easier to manage unexpected changes to the itinerary while maintaining a VIP experience for every team member. Importantly, 24/7/365 travel agent support is integrated for each individual booking, providing continuous assistance.
This sophisticated group booking technology offers comprehensive features, including the ability to create and customize events for groups of up to 50 employees. It also provides tools to estimate travel budgets for both individual and group tickets, empowers travelers with a self-service booking experience, and even allows organizers to invite external guests to book through the platform, expanding its versatility.
For situations requiring a more personalized, human touch in managing group travel, Navan developed the enhanced Meetings and Events Suite. This offering combines Navan’s Team Travel product with Reed & Mackay’s acclaimed Meetings and Events (M&E) services. This integrated solution provides access to a dedicated event team, dynamic budget management tools, hotel room block management, conference room bookings at group rates, specialized group travel experts, and 24-hour on-site assistance for proactive, real-time support. Recognizing diverse user preferences, Navan also ensures support is readily accessible for those who prefer direct phone communication alongside digital interfaces.
With Navan’s data indicating a nearly sixfold year-over-year increase in business travel bookings between fall 2021 and fall 2022, the eagerness of companies to resume in-person interactions is evident. Team travel solutions like Navan’s are crucial in enabling businesses to facilitate these reconnections efficiently and enjoyably.
