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]]>- What a Travel Management Company (TMC) really does, beyond booking travel, and how it becomes a long‑term strategic partner.
- The key benefits a TMC brings, including cost savings, time efficiencies, enhanced traveller safety, advanced technology and sustainability support.
- How a TMC helps your business scale, with tailored programmes, real‑time insights and continuous improvements that evolve with your organisation.
A travel management company (TMC) is so much more than a corporate travel booking service. It’s a long-term strategic partner that can help deliver long-term benefits to your business.
Managing corporate travel effectively is essential for businesses looking to control costs, enhance efficiency, ensure traveller safety and meet sustainability goals. A TMC provides strategic solutions that evolve over time, delivering value at every stage of the partnership.
Reed & Mackay Global Client Partnerships Director Katie Homewood delves into how a tailored approach ensures organisations experience the most valuable benefits from the outset, with continuous enhancements over time.
“We work closely with clients to understand their specific needs. This ensures they realise the most impactful benefits from day one, with continuous improvements over time,” Homewood says. “The benefits are unique to the client’s travel programmes, priorities and level of maturity. While some might see immediate cost savings, others may first notice improvements in service quality or compliance.”
Explore these other key long-term benefits TMCs bring to corporate travel programmes.
Cost savings and expense management
One of the most immediate and long‑term benefits of working with a TMC is improved cost control. From the outset, organisations gain access to exclusive airline and hotel rates, secured through established supplier partnerships. Rate‑checking technology helps businesses consistently access the lowest available fares. And New Distribution Capability (NDC) content expands inventory and unlocks additional savings opportunities.
Within three to six months, cost efficiencies become increasingly measurable. “From the outset, clients benefit from exclusive fares, securing initial savings,” Homewood explains. “As the partnership progresses, we refine travel strategies, leverage data insights and implement advanced cost-control measures to drive even greater savings year after year.”
Over the long term, this data‑led approach enables organisations to optimise their travel investment by forecasting spend more accurately and reducing leakage.
Time efficiency and expert support
A long‑term TMC partnership simplifies corporate travel management and saves valuable time for both travellers and internal teams. With access to a global inventory of flights, accommodation and ground transport, businesses can secure the most efficient routes and itineraries that align with demanding schedules.
“From day one, our dedicated team of expert travel consultants provide high‑touch, proactive support, ensuring a seamless and stress‑free travel experience,” Homewood adds. “As partnerships develop, bespoke travel programmes tailored to each client’s requirements lead to even greater efficiencies.”
This combination of personal service and programme optimisation reduces administrative burden and enables employees to focus on their core roles.
Duty of care & risk management
Traveller safety is a critical responsibility for any organisation and TMCs play a central role in strengthening duty of care from day one. Through a combination of specialist expertise and advanced travel technology, TMCs help businesses monitor traveller movements, respond quickly to disruption and meet regulatory obligations.
As the partnership matures, organisations can refine and enhance their risk management strategies, ensuring compliance with evolving industry standards. By integrating real‑time data with personalised support, a TMC helps minimise disruption, increase traveller confidence and build long‑term business resilience.
Advanced travel technology and data insights
TMCs provide access to cutting-edge travel technology designed to enhance efficiency, compliance and traveller experience. “Clients have access to our global travel management portal, allowing them to book, review and manage travel in one centralised platform,” Homewood adds. “Additionally, online and mobile booking tools with built-in policy and approval automation streamline processes, ensuring compliance while saving time.”
Advanced reporting and analytics tools deliver proactive business insights, enabling organisations to track spend, identify trends and continuously optimise their corporate travel programme. Over time, this technology evolves alongside business needs, delivering long‑term strategic value.
Sustainability and carbon reduction
As organisations work toward their own Net Zero goals and sustainability targets, TMCs are increasingly relied upon as strategic partners in reducing the environmental impact of business travel.
With sustainability regulations continuing to evolve globally, businesses must stay ahead of compliance requirements.
“As we approach the UN’s Net Zero 2050 target, organisations across the globe can expect stricter sustainability regulations coming in over the next few years,” says Reed & Mackay Global Sustainability Director Chris Truss. Clients can access real‑time CO2 emissions data across air, rail, car hire and hotel options. This transparency enables informed decision‑making, supports responsible travel choices and helps organisations embed sustainability into long‑term travel strategies.
A fully integrated, scalable travel programme
A mature TMC partnership delivers a fully integrated and scalable travel programme that evolves alongside business growth.
Homewood explains how Reed & Mackay’s Client Success Team works closely with each client to align travel strategy with wider business objectives, ensuring continuous improvement and measurable outcomes. Ongoing feedback is gathered through multiple channels, enabling programme refinement and a consistently seamless travel experience for employees.
The result is a future‑ready corporate travel programme that supports performance, wellbeing and long‑term organisational success.
Mail [email protected] to discuss all your corporate travel and event management needs.
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]]>The post Business travel in 2026: planning your budget to maximise value appeared first on Reed & Mackay.
]]>- How to be smarter with you business travel budget planning in 2026, using early booking strategies, data‑driven decisions and awareness of predicted airfare and hotel price trends.
- How to maximise value from flights, hotels and ground travel, including negotiating rates, leveraging preferred programmes and planning around major events or economic uncertainty.
- How to build a cost‑efficient, sustainable travel programme, with tips on greener choices, traveller wellbeing and combining trips to reduce spend and carbon impact.
Prices for airfares, hotels and ground transport continue to stabilise, with the Global Business Travel Association (GBTA) predicting moderate increases in global airfares and hotel rates. This offers corporate travel buyers the opportunity to be smart with their business travel budget planning for 2026.
Here’s how you can continue optimising your corporate travel programme for cost-efficiency and added value.
1. Secure the best airfares early
After a dip in 2025, global airfares are forecast (in GBTA’s report) to rise slightly, by 0.4% in 2026. This modest increase reflects improved airline capacity and easing fuel costs. Nevertheless, geopolitical tensions and aircraft delivery delays may still impact pricing.
Reed & Mackay Commercial Enablement Manager Jo Shilling advises booking early.
“Advance purchase fares can still offer significant savings. Booking up to 11 months ahead not only reduces costs but also secures preferred seats and ensures availability.
“This is also essential if you’re planning travel during major sporting events, such as the FIFA World Cup in the US, Canada and Mexico this year. We expect that prices will soar during these times so, if you already know your organisation has any fixed-event conferences or meetings planned during these times, book as early as possible for better prices.”
Shilling also notes that planning ahead also supports trip batching – combining multiple meetings into one trip – which can help manage costs, support sustainability goals and promote traveller wellbeing.
2. Lock in competitive hotel rates
The GBTA expects that hotel prices will rise by 1.8% globally in 2026, with the average daily rate reaching $166. Inflation, limited new hotel development and high occupancy rates are driving these increases. And 61% of respondents to Business Travel News 2025 Annual Hotel Survey said they expected their companies’ 2026 corporate hotel rates to be higher than in 2025, albeit modestly.
“Early booking and leveraging negotiated programmes like our Navan Lodging Collection can help secure better value,” Reed & Mackay Director of Lodging Partnerships Tanya Whitney says.
Boutique and luxury hotels are gaining popularity among VIP travellers for their personalised service and privacy. Technology developments, especially AI, will continue to transform hotel operations and shape guest experiences. “Investments in technology, such as contactless check-in and mobile room keys, will enhance the guest experience,” Whitney adds.
3. Plan around economic uncertainty
While pricing is stabilising, macro-economic factors such as inflation and geopolitical tensions continue to influence travel demand. Some companies are informally limiting travel, especially to destinations affected by tariffs or visa complication, according to reports last year in Business Travel News.
Travel managers should remain agile, using data-driven insights to adjust plans and negotiate better deals.
4. Consider sustainability and wellbeing
Advance planning allows companies to choose eco-conscious travel options, such as greener air fares, rail travel over air in certain circumstances that fits with travel programmes and hotels with sustainability certifications. Advance planning also enables better scheduling to support employee wellbeing, reducing travel fatigue and improving productivity.
Combining cost control with responsible travel practices can also help meet ESG goals while enhancing the employee experience.
Modest price increases and stabilising demand means 2026 is a great opportunity for anyone involved in organising corporate travel programmes to plan ahead to deliver even greater value.
Top tips:
- Book flights and hotels early, especially if planning travel during major sporting events
- Leverage negotiated rates and loyalty programmes
- Monitor economic trends and adjust plans accordingly
- Prioritise sustainability and traveller wellbeing
Get in touch
Mail [email protected] to discuss all of your corporate travel and event management needs.
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]]>The post Delivering a seamless data-driven corporate event for 450: Case Study appeared first on Reed & Mackay.
]]>A client’s operations group – which included therapists, care support teams and leadership – required a 1.5‑day event to align on company updates, including new AI implementations. Their pain points included:
- Managing complex attendee registration and rooming lists.
- Co-ordinating AV and F&B with the venue.
- Ensuring smooth ground transportation and offsite activities.
- Delivering personalised experiences for a diverse attendee base.
- Providing real-time visibility into attendance and check-in data.
The Solution
Reed & Mackay’s US team, led by Event Manager Deena Sterling and Event Co-ordinator Tyler Conroy, provided end‑to‑end event management:
- Venue sourcing and negotiation: The team selected Hilton Chicago for its competitive rates and flexible meeting space.
- Guest registration: Using Cvent OnArrival with iPads and QR codes, attendees checked in seamlessly, receiving personalised gift bags with branded sweatshirts and agenda materials.
- Real-time data insights: 98% check-in completion was achieved, with live visibility into attendee numbers and peak registration times (notably around 3pm).
- Rooming list management: Dietary restrictions and badge preferences were captured digitally, streamlining F&B and logistics.
- AV & F&B coordination: Close collaboration with the hotel ensured smooth delivery of technical and catering requirements.
- Ground transportation: Managed transfers for all attendees, including international arrivals.
- Offsite activity: A private three‑hour-chartered cruise on Lake Michigan, complete with dining and entertainment across three decks, created a memorable experience despite challenging weather.
- Event branding: Pre‑printed magnetic name badges, stage furniture and swag bags reinforced the company’s identity.
Results
- 98% attendee check-in completion with real-time visibility for the client.
- Valuable data insights on peak registration times, enabling smarter staffing for future events.
- Seamless logistics freed up Executive Assistants from day‑to‑day attendee management.
- Positive feedback from attendees, with strong engagement across all generations and roles.
- Established foundation for future collaboration.
Why it matters
This event highlights how technology and human expertise combine to transform corporate events:
- Event tech, like Cvent OnArrival, provides measurable ROI through efficiency and data insights.
- Personalisation – from gift bags to offsite experiences – drives engagement and brand loyalty.
- End‑to‑end management ensures consistency and peace of mind for internal teams.
“The client loved seeing attendee numbers in real time,” Sterling says. “This data is becomingly increasingly important for event planners – on site you can work out dietary restrictions easily, what you would like printed on name badges and can include as many questions for attendees as you want. For future events the data is able tell us when peak check-in time is and this helps with registration desk staffing. It allowed the client to handle other matters around the event since they knew how many people were left to check in.”
By partnering with Reed & Mackay, this organisation transformed a complex operations meeting into a seamless, data‑driven experience that achieved 98% attendee engagement and set a new benchmark for future events.
Ready to experience seamless end-to-end event management?
Get in touch
Mail [email protected] to discuss all your corporate travel and event management needs.
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]]>The post Customer success stories appeared first on Reed & Mackay.
]]>We work alongside your team, delivering fast, reliable support to create stand-out business travel experiences. Your travellers’ needs are front of mind, with each itinerary created and delivered with care and attention to detail.
This month, discover how our clients are staying productive and connected worldwide, thanks to the expertise of our specialist travel consultants.
"The true measure of a travel service is what happens when things go wrong and R&M has always been faultless at getting me out of scrapes while travelling on business. Thanks for also helping me and my team to maximise savings available on airlines’ reservations system. You've really helped to keep us in front of our customers over the years and I'm extremely grateful."
"Our flight was disrupted and we missed our connection in Liverpool. We called R&M when we realised our flight would be late and our experience was fantastic. Your consultant understood the issue, was professional, assistance was super quick and we felt very supported. A big thanks for making what could have been a stressful experience, painless."
"From breaking news and [attending] massive planned events around the world, we have kept you busy and we're really grateful for all your support and patience, especially when we're constantly changing our plans! Your consultants have been ace and made my job on the planning desk much easier."
"I want to recognise the exceptional support provided by one of your consultants, who came to the rescue for our CEO under challenging circumstances. I received a frantic call from him after he and his family were stranded en route to Los Angeles. After enduring a difficult 24 hours of travel issues, he was understandably frustrated and urgently needed transportation – a van with a baby seat – to his airport hotel. As I always do in situations like this, I immediately contacted R&M. Within an hour the vehicle arrived at his hotel, fully equipped with a baby seat. He was absolutely thrilled and the situation was completely turned around. Service like this is priceless."
"Your consultant went above and beyond in helping arrange hotels for a last-minute trip to Milan…working late into Friday night trying to secure a hotel when the original booked let us down. She also noticed I hadn’t ticked for our exec to be checked in to a flight and emailed me at the weekend to say she had done this for me. This is all really appreciated."
If you’d like your business travellers to experience the same premium service…
Get in touch
Mail [email protected] to discuss all your corporate travel and event management needs.
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]]>- How to define clear objectives, understand your audience and set measurable ROI metrics to ensure your corporate event delivers real business impact.
- The essential elements of a successful event; from venue selection and experience design to technology integration, stakeholder alignment and risk management.
- How to measure success through data, feedback and post‑event follow‑up, turning events into long‑term growth drivers for your organisation.
Corporate events have evolved from simple networking opportunities into powerful business growth tools. According to Corporate Event News, organisations adopting Event-Led Growth (ELG) strategies are 140% more likely to achieve company growth rates above 50% and 94% of marketers using ELG report consistent revenue from events.
With the global events industry projected to reach $2.56 trillion by 2034, it’s clear that events are fundamentally important. But how do you ensure your event delivers measurable success? For event planners, defining and tracking success is essential to demonstrate return on investment (ROI).
This guide offers a comprehensive checklist for event planners, addressing both internal events, as well as external client engagements, which will help support the optimisation of impact and return on investment.
1. Define clear objectives
Every successful event starts with a clear purpose. “When the purpose is clear, alignment across content, experience and stakeholders becomes much easier,” Reed & Mackay Spain Marketing Director Ana Silvestre explains. Silvestre recommends having these questions in mind: is the goal lead generation, brand awareness, client engagement or something else? Align these objectives with your organisation’s broader business strategy and set measurable targets. Without clarity, it’s impossible to track success.
Reed & Mackay Global Director Events Mandy Warwick also highlights that, when organising a company’s internal events, clear objectives are equally important.
“Whether you’re motivating teams at a Sales Kick-Off or strengthening culture during a Partner Conference, internal gatherings need the same level of intention and clarity as external, client-facing events,” Warwick says. “Define what success looks like; employee engagement, unified messaging, behavioural change or stronger cross-team collaboration. This ensures the agenda, content and experience support the right outcomes for your business, maximising the long-term value for employees and the wider organisation.”
2. Know your audience
Understanding your audience is critical. Identify who your target attendees are and what they expect from the experience. Personalisation is key, whether it’s tailored agendas or curated networking sessions. When attendees feel valued, engagement can soar. In fact, 80% of attendees say they are more likely to purchase from brands involved in events they attend, making audience insight a direct driver of revenue.
Internal events require the same level of audience insight, sometimes even more, Warwick adds. “Different teams may require different content formats, levels of detail or styles of delivery so tailoring experiences to internal audiences both increases engagement and strengthens organisational culture, ensuring key messages land well.”
3. Budget and ROI planning
Events are an investment and, like any investment, they require careful planning. Set a realistic budget and allocate resources effectively. Establish clear ROI metrics such as revenue impact, cost per lead and pipeline acceleration.
Internal events also benefit from a structured approach to budgeting and ROI. While they may not generate direct revenue, they deliver value in other measurable ways. These can include increased employee engagement, improved productivity, stronger leadership alignment and enhanced company culture. “Tracking indicators like attendance rates, session participation, sentiment scores, knowledge retention and post-event behavioural change can help quantify the impact of events,” Warwick adds.
4. Venue and logistics
The right venue can make or break an event. Choose a location that supports your objectives. Consider accessibility, sustainability and the facilities that are available, paying attention to whether they are inclusive for all delegates attending. Seamless travel and accommodation arrangements are equally important and partnering with a corporate travel agency can simplify this process. A well-chosen venue enhances the attendee experience and reinforces your brand’s professionalism.
5. Content and experience design
Content is the heartbeat of any event. Create agendas that deliver real value and incorporate interactive elements such as workshops and networking sessions. And consider experiential formats. A compelling programme ensures attendees leave with actionable insights and positive impressions. As Silvestre says: “attendance is a baseline, not a success metric. I look at the quality of conversations, level of engagement, follow-up actions and how the event supports longer-term business goals.”
6. Technology integration
Use event tech for registration, engagement and analytics and consider hybrid options to extend your reach. Immersive technologies are shaping the future – offering scalability and deeper insights.
“At Reed & Mackay, our in-house team of event technology experts supports planners with the tools and guidance needed to create seamless digital experiences,” Warwick says. “This can include mobile apps and smart registration flows to live polling, real-time analytics and hybrid broadcast solutions. With expert support behind the scenes, planners can focus on content and strategy while our team manages the technical delivery that elevates engagement and measurement.”
7. Stakeholder engagement
Engaging stakeholders early ensures alignment and smooth execution. Involve decision-makers from the outset and maintain clear communication throughout the planning process. When stakeholders are invested, resources flow more easily and expectations are managed effectively. Another useful tip? “Define success metrics early and involve key stakeholders from the beginning. This shifts the conversation from “did people like it?” to “did it move the business forward?” Silvestre says.
8. Risk management
Contingency planning is non-negotiable. Prepare for potential disruptions such as weather issues, cancellations or health and safety concerns. Compliance with corporate policies is essential to protect your organisation and attendees. A robust risk management plan safeguards your investment and reputation.
9. Measurement and feedback
Data is key to continuous improvement. Track KPIs such as attendance, engagement and conversions during and after the event. Collect attendee feedback to identify strengths and areas for improvement. Post-event analysis ensures that each event becomes a stepping stone to greater success.
10. Post-event follow-up
The event doesn’t end when the lights go out. Share outcomes with stakeholders and nurture the leads and relationships generated during the event. Effective follow-up turns short-term engagement into long-term business growth, reinforcing the value of your event strategy. “The real value is often unlocked post-event: continuing conversations, sharing insights and activating relationships. Without this, even a great event remains a missed opportunity,” Silvestre adds.
11. Partner with experts for more impactful events
While a checklist is helpful, delivering an event that drives growth requires expertise. Partnering with a specialist travel and event agency means every detail is managed, from strategic planning and venue sourcing to logistics, travel, accommodation, onsite co-ordination and attendee experience, so your teams can focus on connection and outcomes. The result? Supporting your organisation to host more impactful events with more engaged audiences can ultimately leading to stronger business performance.
Get in touch
Mail [email protected] to discuss all your corporate travel and event management needs.
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]]>The post NDC – Everything a travel manager needs to know in 2026 appeared first on Reed & Mackay.
]]>- TMCs play a critical role in aggregating and standardising NDC content across multiple airlines, ensuring consistent fare displays and smoother booking flows.
- NDC is paving the way for greater personalisation, cost savings and efficiency, with TMC‑airline collaboration helping resolve challenges and prepare for the next phase of modern airline retailing.
- Reed & Mackay now provides enhanced NDC access from 11 major global airlines, unlocking better fares, continuous pricing and more tailored options across hundreds of routes.
New Distribution Capability (NDC) has been one of the biggest changes to take place in the travel retailing industry in years. Plus, it’s been a key feature in corporate travel programmes for some time now.
And it’s here to stay. While NDC may still present some challenges, travel management companies (TMCs) are emerging as critical enablers of its success, as highlighted in our Business Travel Trends 2026 report.
Their role is shifting from traditional booking intermediaries to strategic partners in content integration, traveller experience and corporate travel policy compliance. In 2026, TMCs are likely to be even more instrumental in bridging the gap between airlines’ direct distribution ambitions and the complex needs of corporate clients.
Unlocking better fares and richer content
One of the most significant contributions TMCs will make is in aggregating and normalising NDC content across multiple carriers. With each airline implementing NDC differently, TMCs will help standardise fare displays, ancillary offerings and booking flows to ensure consistency and usability for travel managers and employees. This will require deep investment in technology platforms and API connectivity, as well as close collaboration with GDS and airline partners. As NDC offers continue to evolve, TMCs will help to further integrate NDC content into their booking, reporting and expense tools for clients.
Reed & Mackay recently introduced innovative features to its ecosystem designed to empower businesses to travel smarter while maximising value and efficiency. And those innovations included access to smarter air content.
As long-standing champions of NDC, Reed & Mackay now offers the opportunity to unlock better fares and more options with NDC content from 11 global airline leaders, currently varying across different markets. These include British Airways, American Airlines, Lufthansa Group*, Air France/KLM, United, Qantas, Emirates and Singapore Airlines. Whether booking online or through a consultant, clients can enjoy richer travel choices and value, all tightly integrated within Reed & Mackay’s end-to-end service ecosystem.
How can corporate travel programmes benefit from NDC?
“Ultimately, what we’re unlocking for our clients with these NDC options, is the richest content and the best prices,” Reed & Mackay Director, Air Partnerships, Richard Lindsay says. “It can generate cost-savings across travel spend, by giving those managing corporate travel programmes access to better, more tailored fares based on their travellers’ needs.
“For example, with Lufthansa Group, the benefits are the richer content, avoiding surcharges and having access to unique fares such as its light fare product (hand baggage only) and green fares,” Lindsay adds. “And, across all these airlines, it’s about continuous pricing, plus the fact that this is a huge amount of content that’s opened up to clients, across hundreds of global routes.”
Yet it goes further than cheaper individual fares, Lindsay adds. It’s also about being able to offer clients a simplified way of booking, saving the booker time, as well as money, from the travel budget. “One of our major benefits is having our own tech stack, so when we develop NDC connection it goes directly into our online and offline booking capabilities,” Lindsay says. “The NDC rate is visible in every platform.”
And the numbers show Reed & Mackay clients are steadily embracing NDC. Almost 27% of their British Airways bookings and almost 13% of Lufthansa bookings were made through NDC, over the last three months of 2025, both based on total transaction numbers.**
Will NDC personalise travel more effectively?
Overall, NDC will deliver a more personalised experience to the business traveller. Which should also lead to better outcomes for traveller wellbeing. Although full-scale personalisation is still in its infancy, there is an optimistic outlook.
“Airlines want to provide the best experience for the traveller possible and can offer more tailored offers via a TMC through NDC,” Lindsay adds. “To date that’s been limited across all carriers. However, longer term, there’s a transition towards Offers and Orders (the next stage of IATA Modern Airline Retailing vision) and, the theory is, that will unlock better personalised experiences. As airlines transition towards this scheme we expect this will open up those more tailored experiences.”
Are airlines acting on customer feedback about NDC?
It’s no secret that travel managers are still asking questions about some issues corporate travel programmes encounter when booking via NDC. Yet a TMC that has strong partnerships with airlines is helping move these issues on. “We’re taking feedback from clients who have embarked on working with NDC and explaining any pain points they might have directly to the airlines. The airlines can then use these insights to evolve,” Lindsay says.
Discover how we can help you find the best-value air fares for your business travel.
Get in touch
Mail [email protected] to discuss all your corporate travel and event management needs.
*Lufthansa includes Lufthansa, Austrian Airlines, Swiss Airlines and Brussels Airlines.
**Data source: Reed & Mackay
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]]>- Bleisure travel is rapidly becoming mainstream, with rising demand driven by hybrid work models, flexible schedules and employee expectations.
- Companies are recognising bleisure as a strategic lever for wellbeing, retention and productivity, but must address challenges around insurance, tax, duty of care and policy compliance.
- Effective bleisure programmes require clear boundaries, expense rules, eligibility criteria and tailored policies aligned with organisational culture and risk management.
Will we see bleisure travel – where business trips are extended for leisure – become a mainstream feature of global corporate travel programmes in 2026?
As highlighted in our Business Travel Trends 2026 report, statistics from the Global Business Travel Association (GBTA) already shows that 43% of programmes now have defined bleisure policies, supporting employee satisfaction and work-life balance. And the global bleisure travel market size already accounted for $816.24 billion in 2025 and is predicted to increase from $961.78 billion in 2026*. With hybrid work models and flexible schedules, it’s possible to see that blending work and personal time can turn business trips into richer, more fulfilling experiences.
Companies are also recognising the value of bleisure in boosting employee satisfaction, retention and productivity. Our parent company Navan found that 54% of business travellers took at least two trips that blended business and leisure in 2024. And that trend looks set to continue as 89% of business travellers are expressing a desire to extend their next business trip to include leisure time.
The blended mindset between work and play could continue to reshape how travellers spend their downtime. This shift could also reflect broader trends in personalisation and wellbeing as bleisure trips often include cultural immersion, wellness activities and sustainable choices. However, companies may still need to navigate challenges around insurance coverage, tax implications and policy compliance.
9 POINTS TO CONSIDER FOR BLEISURE TRAVEL POLICIES
Define clear boundaries between work and leisure
Clarifying when business ends and leisure begins helps employees understand expectations before travel. Employers should also outline policies regarding remote work during leisure time, especially as remote work and digital nomadism have grown in popularity.
Involve key stakeholders from the outset
HR, finance and legal teams should play an active role in designing a bleisure policy. Including HR in this process enables Human Resources Information Systems to track requests. This can help measure the programme’s success regarding employee satisfaction and cost savings. This holistic approach ensures the policy is aligned with the company’s overall travel and people strategy.
Set clear expense guidelines
Employees should know which expenses are covered by the company and which are their responsibility. Clear communication around expense claims ensures employees know boundaries while avoiding unnecessary disputes.
Establish policies for cancellations
What are the cancellation policies for the leisure side if a business trip gets cancelled? Incorporate a disclaimer; employees are responsible for any personal travel commitments. Ask your company’s legal team to assist with the detail.
Ensure comprehensive travel insurance
Travel insurance should cover both business and leisure segments of the trip. Companies should encourage employees to review and, if necessary, arrange additional insurance for their leisure portion.
Define duty of care responsibilities
Does a company’s duty of care obligations to their business traveller or conference delegate extend to their leisure time? Employers must conduct a risk assessment for each destination, highlighting any safety concerns. Include details on geopolitical unrest, extreme weather possibilities and accessibility to healthcare. This is important as respondents to research for the International SOS Risk Outlook 2026 rated geopolitical tensions as the top security concern.
Establish whether the company will maintain its duty of care obligations during the traveller’s leisure time, such as traveller tracking, monitoring and response to incidents. Encourage travellers to follow travel advice and health guidelines. If the traveller is not in the accommodation booked for use during the business trip, are they staying in a safe place?
Clarify eligibility
Make it clear who is eligible for bleisure travel. There needs to be a legitimate business reason for that trip and not simply because it is in, or near a destination earmarked for leisure. Establish which individuals need to be part of the approval process for bleisure requests, such as team managers or HR.
Upholding professional standards
Employees engaging in bleisure travel should understand the expectations for conduct during their leisure time. This is particularly important when travelling with a preferred supplier, as any incidents can impact the company’s reputation. Additionally, employees should be advised on social media guidelines to maintain a professional image.
Tailor your organisation’s policy
Each organisation has a different view on bleisure and what constitutes working hours and personal time during any trip. No one-size-fits-all approach can be adopted. Tailor policies to the individual requirements of the company and employees. Clear communication is important throughout when creating a bleisure travel policy to prevent misunderstandings.
Get in touch
Mail [email protected] to discuss all of your corporate travel and event management needs.
*Source: Bleisure Travel Market Size to Hit USD 3,573.74 Billion by 2034
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]]>The post Travel regulations and visa updates every corporate travel buyer should know for 2026 appeared first on Reed & Mackay.
]]>Stay informed on the latest travel regulations and visa updates with our essential guide for corporate travel buyers and event planners.
From evolving entry requirements to key destination policies, this regularly updated resource helps you navigate international business travel with confidence and compliance and keep your travellers safe.
EES and ETIAS – latest updates
The EU’s Entry/Exit System (EES) launched on 12 October 2025.
This automated IT system, capturing biometric data, registers travellers from outside of the EU or Schengen Zone every time they cross an EU external border. This data collection will be gradually introduced at border crossing points with full implementation by 10 April 2026.
It will also monitor if the traveller is staying within the rules of the Schengen visa entry and exit rules. Non-EU passport holders can only stay 90 days within 180 in the Schengen area. Longer stays will require different visas depending on where they are travelling to and from.
The implementation of the European Travel Information and Authorisation System (ETIAS) will follow in the last quarter of 2026. The ETIAS will be an EU equivalent of the US ESTA, will cost €20 and be valid for three years or the lifecycle of the passport (whichever is first).
Entry into the UK: Electronic travel authorisations
From 25 February 2026, the UK’s Electronic Travel Authorisation (ETA) requirement will be strictly enforced. ETA is a legal requirement and carriers will not board eligible visitors without one. From this date, everyone (except British and Irish citizens) wishing to travel to the UK will need a permission to travel. Wherever possible, the permission will be digitally linked to the passport being used. This must be shown through an ETA, eVisa, other acceptable physical proof or an exemption. The fee for an ETA is £16.
Entry into the US for international travellers
The Electronic System for Travel Authorisation (ESTA) for visitors to the US has increased from $21 to $40.
A new ‘Visa Integrity Fee’ of US$250 has been implemented on foreign nationals applying for non-immigrant visas to the US. This will affect individuals entering the US on tourism/business visas and work visas from non-waiver countries. Visitors from Visa Waiver Program countries will be exempt.
Duty of care tips for international travellers
Ensure possession of a valid passport (6+ months), an approved and valid ESTA or visa, and relevant travel documents (itinerary, tickets, boarding pass).
Confirm visa type permits planned activities (tourism, business).
During travel, carry copies of entry documents and comply with visa limits.
CBP may request electronic device access. CBP indicates that “less than 0.01 percent” of international travellers had their devices searched in 2024.
Travellers from visa waiver countries or with visas can be denied entry if they refuse access to their devices.
TIP: If concerned about sensitive information or data privacy, work with your IT department or consider having travellers download sensitive information to a device left at home during their trip.
Entry rules for US travellers
- Travellers, including US citizens, may face additional questioning by US Customs and Border Protection (CBP).
- US citizens and lawful permanent residents cannot be denied re-entry but must confirm their identity and legal status.
- Refusing to answer travel-related questions may result in delays or further inspection.
- CBP can inspect phones, laptops or tablets.
- US citizens and lawful permanent residents may decline to provide passwords and cannot be denied entry for doing so, but could face delays or device seizure.
Additional US entry restrictions – what travellers need to know
As of 1 January 2026, there are full entry suspensions for citizens from:
Afghanistan, Burkina Faso, Burma, Chad, Republic of the Congo, Equatorial Guinea, Eritrea, Haiti, Iran, Libya, Mali, Niger, Somalia, South Sudan, Syria and Yemen, as well as people with documents issued by the Palestinian Authority.
There are limited visa suspensions for citizens from:
Angola, Antigua and Barbada, Benin, Burundi, Cuba, Dominica, Gabon, Gambia, Ivory Coast, Laos, Malawi, Mauritania, Nigeria, Senegal, Sierra Leone, Tanzania, Togo, Turkmenistan, Venezuela, Zambia and Zimbabwe.
Exemptions include US lawful permanent residents; travellers with valid US visas issued prior to 9 June 2025; dual nationals using non-restricted passports; certain humanitarian or diplomatic travellers.
Expanded visa-free access to China
Nationals from 48 countries (including Argentina, Brazil and Saudi Arabia) can now enter China visa-free for up to 30 days for business, tourism or transit.
What does this all mean for business travel in 2026?
Increased planning
Visa processes are becoming more time-consuming. Companies should start applications earlier.
Digital transformation
Systems like ETIAS, EES and UK ETA reflect a global shift toward biometric and online pre-clearance. Travel managers should integrate these into booking workflows.
Cost implications
New fees may mean higher upfront costs. Budgeting for visa-related expenses will be essential in corporate travel planning.
Compliance and risk management
Stricter entry rules and tracking systems (eg EES) may increase the risk of non-compliance penalties. Businesses should ensure travellers understand and follow visa conditions.
Need advice and support on visas and travel regulations for your business travellers?
Get in touch
Mail [email protected] to discuss all of your corporate travel and event management needs.
The post Travel regulations and visa updates every corporate travel buyer should know for 2026 appeared first on Reed & Mackay.
]]>The post Audi incentive trip – case study appeared first on Reed & Mackay.
]]>The goal
Audi wanted to recognise its top performers. But this wasn’t just about choosing a nice destination, it needed to be an experience with personality and purpose. Something that reflected Audi’s values of quality, authenticity and precision.
Lisbon as the stage
Lisbon was chosen to host the incentive not only for its charm as a capital city but because it could serve as the perfect stage for a truly memorable programme.
For four months, Reed & Mackay Spain worked hand-in-hand with Audi and Ducati to design a seamless experience. From guest communications and event branding to carefully chosen local suppliers, every detail was meticulously planned. The group stayed at the stylish Hotel Liberdade 138, right in the heart of the city.
The incentive programme
Day 1: Tuk-tuk tour through Lisbon’s iconic neighbourhoods, tasting local delicacies along the way. The day concluded with a rooftop dinner overlooking the River Tagus, a perfect moment to celebrate the participants’ achievements.
Day 2: A 4×4 adventure to Sintra and Cascais, with a stop at Cabo da Roca, the western-most point of continental Europe.
Day 3: A visit to the Ducati dealership, connecting the group’s automotive DNA with their daily work. The trip closed with a sunset catamaran cruise on Lisbon’s River Tagus.
The trip’s impact
As well as a trip to reward top performers, the incentive was a chance to strengthen bonds between team members, inspire motivation and create lasting memories.
“It’s been an unforgettable trip. Audi really made us feel part of something big,” shared one participant.
The results
- 100% attendance and satisfaction.
- Excellent ratings for the format, agenda and hospitality.
- Strengthened sense of community within the after-sales network.
- And something even more valuable: the desire to do it again.
Are you looking for inspiration for an incentive event?
Get in touch
Mail [email protected] to discuss all of your corporate travel and event management needs.
The post Audi incentive trip – case study appeared first on Reed & Mackay.
]]>The post Customer success stories appeared first on Reed & Mackay.
]]>We act as an extension of your team, responding swiftly to deliver exceptional travel experiences. As your trusted travel management partner, our client-first approach ensures every journey is put together with precision, keeping your business travel needs at the heart of everything we do.
This month, hear directly from our clients about how our expert travel consultants have helped them stay connected and on the move across the globe.
"Your consultant went above and beyond their role to ensure everything ran smoothly during a board trip to New York. From managing complex travel bookings and liaising with hotels to resolving any issues I encountered, they were always proactive in finding solutions. They consistently demonstrate reliability, professionalism with huge knowledge and positivity."
"The R&M team consistently delivers a seamless and professional travel management experience, with excellent attention to detail, responsiveness and reliability. Customer support is always proactive and helpful. R&M has become a trusted partner in supporting our travel needs and we truly value the quality and consistency of its service."
"Thank you so much for your incredible support in organising our itinerary with such efficiency and an impressively quick turnaround. Your attention to detail and responsiveness truly made the process seamless."
"I would like to express my sincerest appreciation to [your consultant] for jumping on a call with us without warning, without having met us before, and so enthusiastically giving up their time to share and discuss the [booking] processes. It was a tremendous help and will help us manage expectations."
"Thank you for all your support and co-ordination in returning me home to Edinburgh, following the last-minute cancellation of my flight from Hong Kong to Doha. All very much appreciated and I felt thoroughly and professionally looked after."
If you’d like your business travellers to experience the same premium service…
Get in touch
Mail [email protected] to discuss all your corporate travel and event management needs.
The post Customer success stories appeared first on Reed & Mackay.
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