How to make festive travel management a breeze

Festive travel management can be a busy time of year, so here’s how to keep your executive travel running smoothly.

The festive season is one of the most challenging periods for corporate travel managers – flight schedules tighten, weather disruptions spike, suppliers run on reduced staffing, and executives expect seamless support despite the chaos.

To help you stay ahead of peak-season pressures, we’ve assembled the definitive pre-holiday checklist for travel managers overseeing premium, VIP, or high-volume corporate travel. Use this guide to minimise disruptions, protect your budget, and ensure your travellers feel supported from take-off to touchdown.

Pre-festive travel management checklist

1. Confirm all executive & team travel itineraries

As travel demand surges between mid-November and mid-January, simple oversights can turn into major setbacks.

Travel managers should:

Double-check that all itineraries are ticketed, confirmed, and accurate
Re-verify passport and visa status for international trips
Confirm airport transfers, car services, and lounge access
Ensure VIP travellers receive personalised touchpoints and upgrades wherever possible

This early verification prevents costly last-minute corrections during high-traffic weeks.

2. Reconcile year-end travel budgets

The pre-holiday period is the perfect time to wrap up the financial side of business travel. Key tasks include:

Running a cost-overrun audit across airfare, hotels, and ground transportation
Identifying unused supplier credits and reissuing them before they expire
Reviewing loyalty status progress to optimise elite benefits for frequent travellers

A quick budget tune-up now helps avoid unpleasant surprises at year-end close.

3. Prepare for travel disruptions

Winter storms, labour strikes, and airport congestion create a higher risk of delays. Stay resilient by:

Establishing rapid-rebooking protocols with your travel management company
Ensuring traveller details are correct and they’re signed up for alerts
Confirming after-hours support availability during holiday office closures

Proactive contingency planning ensures your teams stay on schedule – even when the weather doesn’t.

4. Strengthen safety & duty-of-care measures

Traveller safety becomes even more important when global staffing is reduced. This is the time to:

Update traveller profiles with emergency contacts and medical details
Reassess travel risk advisories for common destinations
Test tracking tools and communication platforms
Confirm that local ground transport partners meet safety standards

A clean duty-of-care system protects both your travellers and your organisation.

5. Review corporate rate agreements & renewals

Holiday downtime often aligns with contract renewal windows. Travel managers should:

Check for expiring agreements with hotels, airlines, and ground transportation partners
Lock in preferred 2026 rates before price adjustments hit
Re-evaluate supplier performance and negotiate added perks

This ensures cost control and consistent executive-level service into the new year.

Pre festive travel management includes rate agreements and renewals

6. Audit traveller profiles & preferences

Outdated traveller information is one of the biggest hidden causes of trip issues. Before the holidays:

Update profile data (passports, visas, loyalty numbers)
Refresh seat and meal preferences for frequent travellers
Remove duplicate or outdated records from booking platforms

Clean data = fewer errors when systems and suppliers are under seasonal strain.

7. Optimise loyalty & rewards management

The holidays are peak status-earning season. Smart travel managers use this period to:

Confirm all flights and hotel stays have been correctly allocated
Assess which travellers are close to status thresholds
Evaluate mileage run opportunities or credit card accelerators

This ensures your executives start the new year with maximum benefits.

8. Communicate clear holiday travel policies

A simple, well-timed update prevents confusion during the busiest season. Effective communication includes:

Booking deadlines
Expense and upgrade policy reminders
Airport best practices for peak travel
Emergency contact and on-call support details

Travellers appreciate clarity – especially during holiday travel chaos.

9. Test all digital tools & automation

System failures during peak travel season are costly and stressful. Be sure to:

Test booking tools and integrations
Verify that emergency notifications / channels work
Ensure TMC data syncs accurately

A quick systems check now saves hours of trouble later.

10. Prepare travel management plans for Q1 before the year ends

Start the new year from a position of strength by:

Building an early Q1 travel forecast for budget and staffing
Reviewing upcoming conferences, events, and board meetings
Creating summary travel reports and insights for leadership

Holiday prep is also new-year prep – and efficient travel managers use this time wisely.

Final thoughts for the festive season

The holiday season doesn’t have to be a source of stress for corporate travel teams. With the right preparation, travel managers can deliver exceptional experiences – even in the year’s most challenging travel window. Use this checklist as your roadmap to year-end success, and ensure your travellers step into the new year supported, safe, and confidently on schedule.

MIDAS Travel works with travel managers to ensure they feel prepared for the festive season and that they are well supported throughout. This includes everything from proactive disruption management to 24/7 emergency service. To discuss how we could support your travel management this holiday season, speak to our team.

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