4 Booking- Flights

Flights are booked through Egencia. They are also welcome to book their flights themselves. If they do book their own flight, you will need their flight information to book their rideshare and hotel.

  If they are driving in instead, you only need to know what day they plan to arrive and what day they plan to leave to book their accommodations. You should notify the accommodation if it is direct book that the guest will have a car they need to park.

Make sure that the speaker confirms their flight option before you book to keep from having cancelled flights as using credits is very difficult.

When booking you will need to know the following:

Standardly, you would book them to be at their hotel by 5 pm for a Thursday hosted dinner (2 hour pick up buffer should be included so they need to arrive by 2 pm if possible). If you can find a flight in the evening and the speaker is amenable, book them for after 6 pm on Friday(3 hours is the buffer for the rideshare). If there are no flights, confer with the host about possibly having them come in Friday and do a Friday dinner instead. If not book them for 2 nights at the hotel. It all depends on where they come from. It is not unheard of for a guest to come in late Wednesday and leave Saturday though.

Once you have booked their flight you will receive an email confirming their flight info. Save a copy of their itinerary in their folder in the O’Drive.

 You do that by clicking the similar link below in Egencia: