Ensuring Smooth Air Travel for Large Conference Amid Airline Disruptions
At a Glance
The Bishop-McCann group air travel team is a dedicated unit within our meeting services, offering comprehensive air travel solutions from boutique incentive programs to large-scale conferences. Our services encompass bookings, air cost analysis, negotiation of group meeting contracts, adherence to airline and client policies, budget management, schedule coordination, and white-glove air services. We ensure seamless transportation for attendees through meticulous planning, on-site and on-call support, and financial reconciliation post-event.
By the Numbers
- Attendees managed: 1,800
- Hours notice of cancellations: 48
Opportunity
Our client tasked us with a monumental challenge: to facilitate the air travel arrangements for 1,800 attendees, staff, and clients. The primary objectives were to ensure timely, cost-effective transportation and to handle any logistical hurdles that might arise.
Unfortunately, several unforeseen events took place including weather-related issues and the temporary closure of the Las Vegas airport, resulting in chronic cancellations and rearrangements. In addition, airlines frequently adjusted their schedules due to the grounding of the Boeing 737 MAX 9, leading to multiple flight changes within 48 hours of the event. Getting in touch with our airline representative and tapping into our amazing partnerships, we were able to request and secure an additional plane via United Airlines from LAS to SFO, rerouting most of the cancellations. The team had to constantly monitor these changes, rebooking flights for affected attendees and securing alternative travel options on short notice.
Outcome
From initial booking to post-event reconciliation, the BMC air travel team provided personalized, high-touch service. They offered flight seat selection, upgrades, ticketing, exchanges, and refunds, ensuring every attendee’s needs were met within policy and program parameters. The team demonstrated remarkable flexibility and adaptability, handling cancellations and schedule changes due to airline issues. By utilizing phone, text, email, and in-person communication, a seamless flow of information was maintained with clients and attendees.
Final Experience
Despite facing significant challenges, the Bishop-McCann air travel team successfully navigated all obstacles. By maintaining constant communication with the client and airlines while swiftly finding alternative solutions, the team ensured all attendees reached their destinations on time and within budget. The team’s proactive approach and adaptability were pivotal in mitigating the impact of these disruptions, leading to positive feedback from the client and attendees.
This high level of service was recognized in post-event feedback, highlighting the team’s exceptional commitment to attendee well-being and satisfaction.