Smart business travel managers plan now for the festive season

As the holiday season approaches, business travel doesn’t stop – but it does get more complicated for travel managers. Between busy airports, higher fares, and reduced availability, December can be one of the most challenging months for corporate travel management. The good news? With a little foresight, you can keep your travellers moving smoothly – and your budget intact.

Here’s why early planning before the festive season is the best strategy for business travel managers, and how to make it happen.

Beat the holiday price surge

Airlines and hotels begin increasing rates as early as late October. Waiting until November or December to confirm travel can mean paying 20–50% more for the same itinerary. By locking in bookings early, you’ll:

Secure better flight times before they sell out
Avoid last-minute premium pricing
Have greater leverage to negotiate corporate rates

MIDAS Travel Pro Tip: Review last year’s data to identify your busiest routes and start reserving seats and rooms now.

Protect against limited availability

Flights, trains, and hotels fill up quickly – especially around major hubs and conference destinations. Early booking ensures your team gets the travel times, seat classes, and accommodation types they prefer.

Also, remember that fewer staff at airlines and hotels during the holidays can mean longer response times for changes. Booking in advance gives you the breathing room to fix issues before they become emergencies.

Align with company-wide holiday schedules

Internal coordination is key. Many organisations have year-end closures, strategic planning sessions, or customer visits scheduled for December. Make sure you’re looped into these timelines so that travel plans don’t clash with company-wide priorities or personal holiday leave.

Encourage departments to finalise December meeting dates by early November, so you can make travel arrangements accordingly.

Plan for weather & disruption contingencies

Winter weather adds another layer of uncertainty. Snow, storms, and delays can throw travel plans into disarray. Build flexibility into your itineraries by:

Choosing refundable fares or flexible booking options
Allowing extra connection time on multi-leg journeys
Partnering with a 24/7 travel support provider for real-time assistance

Preparation today prevents stress tomorrow.

Business Travel can be disrupted in the festive season due to adverse weather conditions

Communicate clearly with travellers

Keep your employees informed. Send out a “Holiday Travel Advisory” email reminding them:

To submit travel requests early
Of cut-off dates for company-funded travel
To book return flights before popular routes sell out

Transparency keeps everyone aligned and minimises last-minute chaos.

Use technology to streamline bookings

If your company uses a travel management platform, now’s the time to optimise it. Set alerts for fare changes, automate approval workflows, and review your travel policies to ensure they still align with current budgets and traveller needs.

Integrating real-time travel data and mobile notifications can save hours of manual coordination – especially during the busiest season of the year.

Final thoughts for business travel managers

Planning early for the Christmas travel season isn’t just about avoiding headaches – it’s about maximising efficiency, protecting your travel budget, and ensuring your team can focus on closing the year strong.

In short: book early, communicate clearly, and stay flexible. Your December self (and your travellers) will thank you.

If you are in need of assistance with your winter business travel plans, then why not contact the MIDAS Travel team. We can help you book travel securing the best rates and fares, advise on flexible options, and our emergency support team are there 24/7 should any seasonal activity disrupt your trip.

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