Corporate and group travel
One advisor books it,
watches it, and fixes it.
I handle business travel for companies that would rather not run a travel desk. Flights, hotels, cars, ground, and the 6 a.m. rebooking when a flight cancels, domestic and international. Your people get my direct line, not a ticket number.
At a glance
- Based in
- Tampa, Florida, on US Eastern time. Clients anywhere, travel anywhere.
- Backed by
- Fora Travel's agency network, rates, and hotel relationships.
- Groups
- Sourced through CVENT: RFPs, negotiated rates, meeting space, one invoice.
- Pricing
- Per transaction, or a flat monthly retainer.
- Support
- One advisor by name, reachable by phone and text.
The problem
Right now this job belongs to someone who never asked for it.
At most companies without a dedicated travel desk, booking landed on an office manager, an executive assistant, or whoever sits closest to the front desk. It is nobody’s actual job, so it gets done in browser tabs between other work. Comparing fares on a consumer site. Guessing which ticket allows a change. Booking a hotel that turns out to be forty minutes from the client in traffic.
That costs you twice. Once in the hours of whoever is doing it, and again in the traveler, who lands late, stays somewhere inconvenient, and walks into the meeting already behind.
Handing it to me takes it off their desk completely.
What I handle
Booked end to end, then actually watched.
All six, in detail
- 01
Flights
Booked in the fare class that actually allows the change you are going to need, with seats, bags, loyalty numbers, and Known Traveler numbers already on the record. Domestic and international, routed so someone landing in Frankfurt can still work the next morning.
- 02
Hotels
Picked for the commute to your meeting rather than the map pin. Through Fora I book rates that often carry breakfast, upgrades, or a property credit at no added cost to you.
- 03
Cars and ground
Rentals, car service, and airport transfers arranged in advance, so nobody is standing at the curb in a new city sorting it out on their phone.
- 04
Itineraries
One document per traveler with confirmation numbers, addresses, times, and the phone numbers they might need, sent before they leave.
- 05
Changes
Meetings move and flights cancel. I rebook the seat and shift the hotel night while your traveler stays in the room they flew there for.
- 06
Cancellations and credits
I track unused tickets and airline credits and apply them to the next trip, instead of letting them expire quietly twelve months later.
For the people actually flying
Your traveler texts one person.
Stuck in Charlotte with a client dinner at seven. The hotel says the reservation is not in the system. The rental counter is out of cars. In those twenty minutes your employee does not want a policy PDF or a chat widget that opens with three menu options.
They want the person who booked the trip, who already has the itinerary open, and who can move it. That is the whole product. A company traveling well is mostly a matter of the traveler never having to solve travel problems alone at an airport.
Groups and events
Trade shows, conferences, and everyone landing at once.
When your team, your clients, or both are going to the same city on the same days, I run it as one project instead of fifteen separate bookings nobody is reconciling. This is also where having an advisor pays for itself outright. I have the tools and the agency relationships to negotiate group rates, hold meeting and event space against the block, and set the whole thing up as a single payer account, so one invoice comes to you at the end instead of forty expense reports coming to your bookkeeper.
Everything group travel covers
- Negotiated group rates and signed hotel contracts, which beat the public rate once you are holding ten or more rooms
- Trade show room blocks, held before the city sells out around the convention center
- Meeting rooms, private dining, and event space booked alongside the block, not separately
- Single payer billing, so one invoice comes to you instead of forty people expensing hotel nights
- Conference travel for teams of five to fifty, arriving from different cities
- Client and partner travel booked under your account and billed to you
- Incentive trips and team offsites, including the dinners and transport around them
- A rooming list and arrival schedule you can hand to whoever is running the event
Sourcing and RFPs
The process does not change because the group is a company.
Forty employees at a sales kickoff and forty guests at a celebration are the same job: same platform, same RFP, same contract terms, same rooming list. Only the reason for the event is different. This is what it looks like from my side.
- 01
Requirements
Dates, headcount, room nights, meeting space, food and beverage minimums, and the number the budget actually has to land under.
- 02
RFP through CVENT
A formal request for proposal goes out to properties that can genuinely hold the group and the meeting space, on the same sourcing platform hotel sales teams already work in. Not one-at-a-time emails hoping somebody replies.
- 03
Proposals compared
Responses come back with rates, concessions, and space. I put them side by side so you are comparing what the program actually costs, rather than the headline nightly rate.
- 04
Contract and block
Terms negotiated, block signed, cutoff date and attrition set so you are not paying for rooms nobody ends up booking.
- 05
Rooming list and arrivals
Track who has booked, chase who has not, and build the arrival schedule from however many departure cities the group is coming out of.
- 06
On site
Meeting and event space set, transport running, and someone reachable while it is actually happening.
Anniversary vow renewal, all-inclusive resort
Requirements defined, RFP submitted through CVENT, proposals gathered from properties that could hold both the block and the ceremony, then contracted. Structurally the same program as a company offsite with a meeting attached.
Multi-day wedding, Bangalore
Guests flying out of several different cities on different carriers, hotel buyout blocks held at the destination, and everyone landing within the same arrival window. The choreography is the part that looks exactly like getting a team to a conference.
Pricing
Two ways to pay me. Take whichever costs you less.
Per transaction
A flat fee on each booking.
Best when travel comes in bursts. A few client visits a quarter, one trade show, a couple of interviews to fly in for. You pay when you use me and nothing in the months you do not.
Flat monthly retainer
One monthly number, all booking and support included.
Best when travel is steady and you would rather it be a predictable line item than a variable one. Also the better deal once someone on your team is flying most weeks.
Both get quoted after a short call about how often your people travel and where they go. Worth understanding either way: hotels pay me a commission directly, so hotel heavy accounts and group blocks often cost you very little on top of what you were already spending. Airlines are the opposite. They stopped paying commission on tickets a long time ago, which is why flight work carries a fee and why a lot of advisors will not book flights at all.
Straight about scope
What I am not.
I am a full service travel advisor, not a travel management company. That difference is worth being clear about before you spend a call on it.
No automated expense reporting
Trips will not appear automatically inside expense software like Concur, Expensify, or Ramp, because I do not plug into those systems. What you get instead is itemised receipts for every booking and one monthly summary, which someone on your side files the normal way.
No around the clock global call center
There is no overnight desk in another time zone. There is me, reachable by phone and text, and I answer.
No procurement dashboard or corporate airfare contracts
Negotiated airline fare agreements are a big-company product built on annual volume, and most advisors do not touch airfare contracts at all. Hotel contracts and event group rates are a different thing entirely, and I write those regularly.
If you are booking many thousands of trips a year, you need a travel management company, and I will tell you that on the call rather than after you sign. Short of that, a real person who knows your team by name beats a portal every time. Where you are based does not matter either: this runs over email, phone, and text, and plenty of my clients are nowhere near Florida.
Let’s talk about how your team travels.
A short call, no deck. Tell me roughly how many trips a year and where they go, and I will tell you which pricing fits and whether I am the right fit at all.
Prefer email? rob@triplesuntravel.com
Planning something personal instead? See the rest of what I plan.