How to handle last-minute business travel planning like a pro

Build a proactive mindset

First, accept that an urgent business trip is part of corporate life. The goal isn't to panic, it's to have a system that’s ready to roll. And remember, you don't have to do it alone. Having a dedicated business travel planner as your ally can multiply your efficiency. 

Preparation is key to handling last-minute bookings.

Create and maintain a digital "travel profile" for each executive you support. This should include everything from frequent flyer numbers and travel documents to dietary restrictions. Having this information at your fingertips and staying organised can save precious minutes when time is tight.

Some corporate travel booking tools make it simple to store all of that information in one place, and access it while booking. That saves some serious time when booking any future trips.

Master the art of flexible booking

Nothing ramps up last-minute stress like rigid booking travel policies, but flexibility is your best friend. Look for:

• Refundable or changeable flight options
• Hotels with generous cancellation policies
• Car rental companies with multiple location options
• Back-up options for common routes especially in case of unexpected events

Tools like Melon, our all-in-one travel platform, allow you to compare prices and find last-minute travel deals that align with your company’s policies. You can snag the best deal on business class tickets and even explore upgrade costs without the usual panic of a last-minute trip.

Budgeting smartly

Last-minute bookings can get pricey. Work with your finance team to establish clear guidelines for emergency business travel spending. Having pre-approved travel budget thresholds for urgent situations can save valuable time during the booking process for future business trips.

Working with a TMC like Corporate Traveller gives you access to negotiated rates and flexible fares, which can actually save money even when booking last-minute.

Leverage technology

Your booking platform can be your best ally in crunch time if it offers features like:

• Saved traveller profiles
• Quick booking options for frequent routes
• Mobile alerts for flight delays or changes
• Digital expense tracking

Modern travel management tools, like our digital travel platform, Melon, combine these features with policy compliance tools, helping you make quick decisions without compromising company guidelines.

Partner with your TMC

When last-minute requests land on your desk, having a strong relationship with your travel management company (TMC) can be your secret weapon. Corporate Traveller's dedicated consultants understand the unique pressures EAs face and can be your backup team when time is tight.

Think of your TMC as an extension of your role. While you're coordinating with your executive and managing other priorities, your business travel consultant can be:

• Searching multiple flight options and fare classes
• Finding  hotels with available rooms during peak periods
• Securing ground transportation in unfamiliar cities
• Managing last-minute changes and cancellations

The best part?

TMCs have access to rates and inventory that aren't available on public booking sites. This means that even when your executive needs to be in New York "yesterday," you have options that won't blow the travel budget. Plus, having a TMC in your corner means you're never alone in handling those urgent 3am changes or last-minute itinerary shifts.

Communicate

The success of last-minute travel arrangements often hinges on clear communication. Create a simple but effective communication flow with your executive:

Send a brief confirmation email immediately after receiving the request, outlining:

• Your understanding of their needs
• Any immediate questions you need answered
• Estimated time to complete the booking

Once bookings are confirmed, compile all information into one clear, scannable email. Your executive shouldn't have to search through multiple messages to find what they need.

Anticipate and prevent

While some last-minute travel is unavoidable, you can reduce the frequency of urgent corporate travel requests through proactive planning.

Keep a calendar of recurring events and meetings that typically require travel. Reach out to your executive a month in advance to confirm attendance and begin preliminary planning. Monitor industry events and conferences relevant to your organisation, even if they're not on the radar yet.

Create contingency plans

Even the best-laid plans can go awry. Have backup options ready for common scenarios should be part of your strategy to managing business travel:

• Alternative flights for key routes
• Hotels near both airports and meeting locations
• Multiple ground transportation options
• Local resources for common business needs (printing, meeting spaces)

Corporate Traveller's 24/7 emergency support team can be your backup plan when things go sideways, handling rebookings and changes while you keep your executive informed.

Follow up

After each last-minute booking, take a few minutes to:

1. Document what worked and what didn't
2. Update your contact lists and preferred vendors
3. Note any policy exceptions that were required
4. Track costs for future reference

This information becomes invaluable for optimising your process and handling future urgent requests with ease.

Your last-minute business travel booking checklist

Stay on top of every step with this action-based travel planning process checklist so you’re ready to handle last-minute business travel like a pro:

Initial response (first 5 minutes)

• Acknowledge request receipt to your executive
• Get essential details: dates, destination, purpose
• Alert your dedicated travel consultant for immediate support
• Begin budget authorisation process if needed

Information gathering (next 10 minutes)

• Check calendar conflicts
• Verify passport/visa status for international travel
• Review traveller preferences in your digital profile
• Confirm meeting/event timing at destination
• Check for any health/security alerts at destination

Booking priority list (next 30 minutes)

Transportation:

• Book flights (consider alternative airports)
• Arrange airport transfers
• Reserve rental car if needed

Accommodation:

• Book hotel (prioritise preferred properties)
• Request early check-in/late checkout if needed
• Note any specific room preferences

Essential Follow-up

Send your executive a single, comprehensive email with:

• Complete itinerary with all confirmation numbers
• Ground transportation details and contact numbers
• Meeting venue addresses and directions
• Emergency contacts (including 24/7 travel support)
• Local weather forecast
• Relevant time zone information

Final Checks

• Verify all bookings are confirmed
• Add trip to executive's calendar
• Set up travel alerts
• Document any policy exceptions
• File preliminary expense report if required

Last-minute doesn’t mean last resort

Remember, you're not just booking travel. You're enabling business success. Stay calm, trust your system, and know that with the right preparation, you can handle any last-minute travel challenge that comes your way. And if your plate is already full – we’re here to help. 

By staying prepared and partnering with a TMC like Corporate Traveller, you can secure the best deals and transform unexpected travel plans into seamless experiences.