1. Personalized High-touch Experience

Each attendee receives a tentative itinerary for approval based on their preferences indicated during registration as well as the corporate parameters. They work with one of M&IW’s dedicated travel coordinators and receive their direct phone number and email address for personal assistance if any issues arrive. (Read: No waiting on hold with the airline for hours!)

2. Flight Itinerary Search Options

Online search engines may not show all flight options, but our professional booking channel does. We check all airlines and all connections to secure the best schedule and price, including corporate discount rates. Thanks to our industry connections, we also offer exclusive, program-specific discounts and zone fares to secure additional savings.

3. Advance Purchase Opportunities

Itineraries are booked and tickets issued within 72 business hours of each attendee’s registration submission. However, there is such a thing as purchasing too early. Our team knows the most economical timeframe to book tickets to both ensure the best price and limit the likelihood of schedule changes. (If you’re wondering, it’s 2–3 months out for domestic and 3–5 months out for international.)

4. Simplicity of Pre- or Post-trip Extensions

With the continued popularity of “bleisure” travel—business and leisure—attendees often want to extend their stay before or after the program to make the most of their time away. With a group travel service, those individual requests are easily accommodated. M&IW’s travel coordinators simply price the flight itinerary for the standard travel dates versus the extended dates and collects the difference from the attendee as applicable.

5. Budget Control

In the event a requested flight itinerary exceeds the allotted budget, it is sent to the customer for approval prior to booking. If not approved, we will work with the attendee to find an acceptable alternative that fits the budget so it’s a win-win for all parties. We also track the entire group spend, not just individual ticket prices, for greater oversight.

6. Live Data from Arrival and Departure Reports

Thanks to our system’s reporting capabilities, we can easily access live data and stay apprised of any delays or updated arrival or departure times. All changes and cancellations are easily communicated to the group transportation company and hotel without the attendee’s involvement, making for a smooth, stress-free experience.

7. Seamless Service After Hours

Instead of waiting on hold with an airline for hours or hoping there’s a real person behind the online chat, attendees enjoy a seamless experience even if their travel plans require assistance outside of business hours. M&IW’s after-hours agents are equipped to handle air-related questions and transactions, including but not limited to cancellations, delays, and ticket reissues.

8. Duty of Care and Flight Activity Monitoring

M&IW’s travel coordinators confirm flights are on schedule with real-time status updates for each itinerary. They communicate any delays or cancellations to the onsite lead and/or customer contact as well as contact and reaccommodate attendees directly. Additionally, we track global travel warnings and communicate safety concerns proactively.

9. Onsite Professional Travel Coordinator

This benefit may seem obvious, but it bears repeating due to its importance: the ability to be onsite during the meeting, event, or incentive program to assist attendees with flight changes, answer questions, and provide flight updates face-to-face. The high-touch service gives attendees peace of mind and allows for any issues to be resolved as quickly and easily as possible.

10. Post-event Reporting and Cost Savings

We provide customized and detailed reports showing the total negotiated savings and discounts, even going so far as to include any change fees for each individual attendee. Itemized transaction reports are also provided to detail each individual ticket cost and routing by attendee. Any deviations or tickets that require approval are conveniently documented with explanation in a Variance Report.

Samantha Gehrke, MMP

Director, Group Travel

Meetings & Incentives Worldwide, Inc.