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University of Westminster Group Booking Success

04 December 2018 12:24

When the University of Westminster looked to organise a field trip to Montpellier for dozens of Planning and Urban Design Students, they didn’t know where to start. Key Travel was there to assist with tailoring a “tricky” travel itinerary.

The Difficulties

Fresh into a new role and having seldom organised group travel before, University of Westminster Senior Lecturer in Planning Practice and, now trip coordinator, was fairly unfamiliar with Key Travel as the University’s travel supplier. Her preconception was that booking group travel was complicated and arduous. There were also a number of additional “tricky” factors to consider, including:

  • Uncertainty around how many students would ultimately be attending
  • Accommodating a variety of travel dates for different travellers
  • The number of travellers increasing on a regular basis
  • One of the travellers didn’t want to fly, requiring additional modes of travel


Our Solution 

Anxious about organising the trip for multiple travellers with unique requirements, and with little guidance, Rebecca sought help from Key Travel who put together the full itinerary and booked the departmental trip from the point of confirmation through to the travel date.

The process involved extensive expertise in:

  • Taking control of the booking process and keeping Rebecca firmly in the loop with regular booking summaries
  • Effortlessly dealing with frequent requests for amendments and new bookings
  • Responding to booking enquiries within a short time frame
  • Pro-actively seeking information to ensure that a seamless booking process
  • Delivering the best possible service to the group leader at each stage of the booking process


Reflecting on a successful trip

With Key Travel’s help, the student field trip was organised for approximately 70 people and went without a hitch. Following the trip, we received the following feedback from Rebecca:
“Everything worked perfectly, and exactly according to the summary that Key Travel had sent me a couple of days before, listing everything that was booked, where we had to be and at what time.”

“The students all had an amazing week. I only started working at the university a few months ago and had very little experience organising field trips. I thought it would be a bureaucratic nightmare – as is often the case with approved contractors that we have no choice but to use.”
“In fact it turned out to be quite easy in the end, mostly down to Key Travel’s hard work and efficiency.”

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