On average, event companies spend about 10 hours a month booking crew travel — jumping from site to site trying to find deals and compiling itineraries to email their crew. Unfortunately, hidden costs such as travel overages often go unnoticed due to the lack of transparency in overall expenses, the potential loss resulting from unused tickets, and the unavailability of negotiated rates.
But with the right strategies and practices, you can book travel faster while giving your crew first-class experience.
1. Identify crew positions needed for travel
Before you start organizing crew travel, it’s important to identify the specific positions you need to fill and determine the appropriate number of team members required. This allows you to efficiently plan travel arrangements, whether it’s for a single individual or to book travel in bulk for multiple positions.
To streamline the process, it’s important to have easy access to event details or equipment assigned from inventory. By quickly identifying the necessary positions and understanding the equipment requirements, you can compare individual rates and travel costs to make sure it aligns with the budget and skills required.
When comparing flights and hotels, look beyond the initial fare and consider the total costs involved. Beware of websites that advertise low prices but charge extra for baggage, as this can lead to unexpected expenses. Additionally, take advantage of airline hubs to find more cost-effective options.
2. Plot out crew travel days
Before finalizing travel arrangements, take the time to organize your crew’s travel schedule so be strategic in your planning. This allows you to align their travel dates with the event schedule effectively.
Consider factors such as the necessity for the entire crew to arrive simultaneously. Can you stagger the arrival of certain crew members to achieve greater savings? Having a clear understanding of each crew member’s arrival and departure requirements can significantly impact costs.
Keep in mind to factor in any extra travel time needed to reach the location or adjust to different time zones, particularly for those traveling long distances across the country. By carefully considering these details, you can accurately calculate when each crew member needs to arrive and depart, ensuring smooth coordination and timely event execution.
Check out: CNS Productions journey with freelancer travel.
CNS Production Owner, Colby Collier, on freelancer travel experience
3. Update your crew profiles
One often overlooked yet crucial aspect is maintaining a record of your crew’s travel preferences. It can be frustrating having to search through emails or word documents trying to find the most up-to-date information for a specific crew member.
By keeping an accurate record of your crew’s travel preferences, you can build trust and foster a strong and supportive relationship. When your crew feels valued and well-cared for, they are more likely to choose to work with you, cultivating a positive and productive partnership.
Each crew profile should include:
- Airline preference and rewards numbers
- Seat preference
- Hotel preference and rewards numbers
- Allergies and dietary restrictions
Calculator how much you’re overspending on crew travel
4. Provide travel support every step of the way
Whenever you are traveling it’s comforting to know that you have access to support 24/7. Especially if you are arranging travel for someone else and need to expect the unexpected like last-minute flight changes or guidance on how you can save on unused tickets.
Partnering with a travel management solution like AmTrav provides professional-level support and access to corporate-negotiated prices for your team. Your crew can rely on their dedicated support throughout their journey, while project managers can easily track important details like itineraries, unused tickets, per diems, and other travel logistics.
Making sure your crew feels supported and prepared while traveling should be a top priority. For example, imagine the relief they’ll experience when they arrive at their hotel and find that their room is already booked under their name, with the pre-authorization taken care of. No more hassle of putting down personal cards and waiting for reimbursement.
This not only streamlines the process but also shows your crew that you value their convenience. It’s all about creating a smooth and hassle-free experience for your team.
CNS Production Owner, Colby Collier, on travel workflow
5. Send travel itineraries directly to crew
To guarantee clarity and avoid any confusion during crew travel, it is helpful to compile all travel arrangements and email directly to the crew with their personalized information. This includes details such as their name for check-in purposes and gives all details they would need to provide upon arrival. By taking this proactive approach, you can minimize potential issues and streamline the travel process for a smoother and more organized experience.
Headache-free travel booking
Booking travel for your crew requires careful planning and coordination. By following these best practices for AV companies and using event-industry-specific software to automate the entire process you can make sure that your crew is ready and equipped to provide exceptional services at every event.
Explore how you can access total travel costs, negotiated rates, and save on unused tickets.
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