Disruptions to major Australian events are becoming increasingly frequent and unavoidable. Victoria’s Coastal Jam festival was abruptly called off in January 2024, just days before commencing due to poor ticket sales and financial strain. Pitch Music & Arts Festival, also in Victoria, faced a mid-event shutdown in March 2024 due to extreme fire danger. WA Day Festival, in Perth, also fell victim to adverse weather conditions, in May 2024.
From financial challenges to bad weather, these disruptions inevitably cascade into significant complications across many stakeholders for travel plans, leading to unforeseen costs, logistical challenges and increased pressure on event managers.
Travel plays a critical role in the success of any event so a proactive and strategic approach is essential to address potential risks. By embracing comprehensive travel planning, event managers can mitigate disruptions, manage costs effectively and ensure smoother outcomes, even in unpredictable circumstances.
Stage and Screen, a division of Flight Centre Travel Group (FCTG) – which has managed travel and logistics for some of Australia’s top sports, entertainment and creative organisations – helps clients tackle these challenges through a proven blueprint for strategic travel planning.
Key elements of strategic travel planning
Effective communication is at the cornerstone of this blueprint. Event planners should involve their travel managers in the early stages of event planning, even if confidentiality is required. Keeping the lines of communication open ensures everyone is prepared for potential changes, ensuring travel managers can quickly adapt to any scenario.
Consider the approach of national sporting organisations such as Cricket Australia and the NRL. These organisations require seamless travel arrangements, regardless of whether teams win or lose. Travel managers must prepare multiple travel options for high-stake matches, communicating in real-time with team managers up until the final moments of a game. In the closing stages of games, a decision is made on which travel plan to activate based on the outcome.
For instance, if a team wins, they may need to fly to a new destination for the next round the next day, while a losing team may need immediate flights home. This requires meticulous pre-planning with multiple contingency travel plans – and that’s just for the athletes. By having flexible arrangements in place, the team can benefit from travel plans that are executed efficiently, ensuring minimal disruption and smooth transitions for players and staff.
Value of flexibility
While price is important, event managers shouldn’t underestimate the value of flexibility when deciding on travel suppliers, whether it is airlines or car hire companies. Opting for a more expensive supplier can often be worthwhile if they offer better flexibility and share in the risk of last-minute changes.
Negotiating flexible arrangements in advance, during the quoting stage, can help accommodate last-minute changes that are common in these industries. For example, attrition windows provide a degree of flexibility until the day of arrival, allowing last-minute adjustments without full penalties. Additionally, having the option to reschedule or hold bookings without paying a 100 per cent cancellation fee is vital. Travel plans should also include name change provisions without penalties because people travelling can change unexpectedly and at the last minute.
Building strong relationships with airlines, hotels and other service providers is also crucial. These partnerships ensure seamless collaboration and provide the flexibility needed to manage last-minute disruptions.
The right support team and having a plan B
To enhance resilience and adaptability, it is essential to have a dedicated support team with proven experience in navigating unique challenges. Their expertise in strategic travel planning can make what seems impossible a reality.
Finally, plan for all possible contingencies. When you anticipate potential disruptions and have flexible solutions ready, you make your job easier, reduce stress and position yourself as an invaluable asset. Executing a smooth event in the face of unpredictability will establish you as the hero who made it happen.
When managing travel for high-profile events, the key is to expect the unexpected. These events involve many moving parts, and constant change is often the only certainty. With strategic travel planning that prioritises flexibility and open communication, you’ll be ready to adapt seamlessly to whatever comes your way.
Photo at top: iStock/gece33.
