Book travel for an event (employee/arranger)

If you have been invited to an event, a new card will appear on your Trips page. You may also receive an event invitation via email if the administrator has chosen to send one. 

1. Login to the Online Booking Tool. 

2. Select Trips from the Trips menu. The Trips page will be displayed. 

3. Select the Upcoming tab. Any events for which you have not yet completed your bookings will display a status of Pending. 

4. Locate the event for which you wish to make bookings and select it. The event details page will be displayed. 

5. For each booking type (flight, hotel, car, rail) required for the event, a row will be displayed. 

6. For your flight, click Start booking. 

   • Note that if you require a round trip or multi-city (maximum of 2 flights) booking, be sure to select that option. You can only book the flight for the event once. If you book a one way, you will not be able to book a return (or second leg) flight as a separate booking for this event. If you have already booked a one way when you actually need a round trip or multi-city booking, you will first need to cancel your one way booking and then rebook a round trip. 

   • Enter the name of the airport from which you will be traveling in the Where from? field.

   • Enter the name of the airport to which you will be traveling in the Where to? field. The airport you will be flying to may already be set. 

   • Select the dates you want to travel (the dates must occur within the date range designated for the event). Only company administrators can book outside the designated date range. 

   • Click Search. The rest of the booking process is the same as a normal flight booking. 

7.  For hotel, click Start booking. 

   • Select the desired hotel. The hotel may already be set. 

   • Select the dates for your hotel stay (the dates must occur within the date range designated for the event). Only company administrators can book outside the designated date range.

   • Select any relevant discount rates you may be eligible for (membership ID may be required on check in). 

   • Click Search Hotels. The rest of the booking process is the same as a normal hotel booking. 

8. For car, click Start booking. 

   • Enter the pick up location for the car rental. The drop off location will be automatically set to the same location (unless you deselect the Return to the same location option). 

   • Enter a pick up date and time and a drop off date and time. 

   • Select the dates you want to travel (the dates must occur within the date range designated for the event). Only company administrators can book outside the designated date range. 

   • Select any relevant discount rates you may be eligible for (membership ID may be required). 

   • Click Search cars. The rest of the booking process is the same as a normal car rental booking. 

9. For rail, click Start booking. 

   • Enter the name of the rail station from which you will be traveling in the Where from? field. 

   • Enter the name of the rail station to which you will be traveling in the Where to? field. 

   • Select the date and time you want to travel (the dates must occur within the date range designated for the event). Only company administrators can book outside the designated date range. 

   • Click Search rail. The rest of the booking process is the same as a normal rail booking.

10. Complete all the bookings required for the event. 

    • If you don’t require a particular booking type to attend the event (e.g., if you are sharing a rental car with another attendee or arriving by rail instead of by air), click Not needed to skip it. If you later decide you need a booking that you have set as Not needed, you can click Revert to set it back. 

    • Once you have made all the bookings (or set them as Not needed), the trip status will update to Completed.

If you need to cancel a booking, use the normal cancellation procedure.