Offsites, conferences, and team trips — orchestrated as one trip, not 40.
One organizer, one approval, one budget, one audit log. Group fares, room blocks, name-list collection, and per-traveler tracking — without spreadsheets, without herding, without 40 separate expense reports.
The four jobs that turn a group trip into 22 hours of organizer pain — handled.
Roster collection without the spreadsheet.
Send one link. Travelers self-serve their names, dates of birth, frequent-flyer numbers, and seat preferences directly into the booking. The organizer sees who's done, who's pending, and who needs a nudge — in one view.
- Self-service forms — name, DOB, passport, FF numbers, dietary, seat. One form, save once.
- Auto-reminders — pending travelers nudged at T−14, T−7, T−3.
- Validation — name-on-passport check against ticket name; flagged before issuance.
- HRIS sync — names & DOBs already in your HR system pre-fill automatically.
Group fares and room blocks, negotiated where it matters.
Past 10 travelers, ad-hoc bookings leave money on the table. Group fares from major airlines and block-rate negotiations with chain hotels usually save 8–15%. Travel Code negotiates these on your behalf, on plans where it's worth it.
- Group air contracts — 10+ travelers on the same routing typically qualifies.
- Room block negotiation — handled by Travel Code on Pro / Enterprise plans.
- Held inventory — seats and rooms held while travelers self-serve, no individual race.
- Attrition management — block size auto-adjusted as the roster firms up.
One approval at trip level — not 42 individual bookings to re-approve.
Trip budget set up front, enforced live.
Budget approved once when the trip is created. Per-traveler caps applied live during their self-service booking — they see "your slice is $1,800" and book within it. Organizers get a live spend dashboard. Finance gets one consolidated invoice.
- Trip-level budget — approved once by the right approver before roster collection.
- Per-traveler slice — auto-divided or set manually; flexed by role or origin.
- Live dashboard — organizer sees committed, pending, and headroom in real time.
- One invoice — billing consolidated to a single PO; per-traveler breakdown attached.
From "we're doing an offsite" to a booked, manifested trip — in four steps.
Create the group trip
Organizer sets destination, dates, budget, and policy overrides. Approval routes to the right finance owner. 5 minutes.
Send the roster link
One URL. Travelers self-serve names, DOBs, and preferences. HRIS pre-fills what we already know. Reminders auto-sent.
Travelers book within their slice
Each picks flights and confirms hotel block assignment within their per-traveler cap. Group fares applied automatically where eligible.
Manifest, invoice, audit
Final manifest exported as CSV. One invoice to finance. Duty-of-care system tracks every traveler in real time during the trip.
The trips this is for.
Team offsite
15–80 people, single destination, 3–5 nights. Mixed origins. Single budget. Most common pattern.
Conference travel
Sales / engineering attending external conferences. Block at conference hotel; group fares from hub cities.
Customer event
Internal team + customers. Customers travel on company budget; separate cost-center tagging in the same trip.
Town hall / All-hands
100–500 travelers from many origins. Heavy block negotiation; manifest exports for room assignments and dietary.
Common questions on group bookings.
How big can a group be?
10 to 500 travelers per trip is the sweet spot. Below 10, individual bookings are usually fine. Above 500, we route to dedicated event-management partners with on-site staff and registration tooling. Sub-500 covers virtually every offsite, conference, and team trip we see.
Do you negotiate the room block, or do I?
Pro and Enterprise plans include room-block negotiation as part of the trip setup. Free / Starter plans surface block-eligible properties and pricing, but you negotiate directly with the hotel — typical of the level of service for a free tier. We can always quote a one-off for big trips.
What if travelers don't fill out the roster on time?
The system reminds at T−14, T−7, T−3 automatically. After T−3, the organizer gets a list of stragglers with one-click escalation to the traveler's manager. Names not on the roster by ticketing deadline drop from the booking; group fare adjusts.
Can different travelers fly different cabins?
Yes. Per-traveler caps and cabin rules can flex by role, seniority, or origin (e.g., transatlantic Premium Economy for one tier, Business for another). Set once at trip level; enforced live at search.
Can we mix internal employees and external attendees?
Yes. Externals (customers, partners, contractors) can be added with separate cost-center tagging and approval routing. Same trip, same dashboard, different billing. Common pattern for customer events and advisory boards.
Plan your next offsite on Travel Code.
Tell us where you're going and how many people. We'll mock up the trip — group fares, room block options, budget split — and walk you through it. 30 minutes, no pitch deck.