Objective:
- Initiate flight searches 14–21 days before travel, compiling 8–9 suitable options in an Excel sheet for review and approval. Upon approval, finalize bookings, share itineraries with travelers, and maintain organized records. For last-minute additions, create separate bookings aligned with existing itineraries, updating all documentation and communications accordingly.
Team Involved:
- Content Team
Tools / Platforms Used:
Initiate Flight Search
- TImeline: Begin searching for flights One Month before the intended travel date to secure optimal fares and availability
- Use MAKEMYTRIP, SKYSCANER, CLEARTRIP, GOIBIBO For Details.
- Make an Excel Sheet of FLIGHT DETAILS in that Add the Flight Departure Timing, Arrival Timing, Flight Name, and Price.
- List Down At least 10 Flight Details.Check the details for days and date with the Event Head.
- There will be an option SAVER & FLEXI
- Check the difference between them
Information Required During Flight Bookings
- Traveller's full name (as per passport/ID)
- Departure and return dates
- Departure and arrival cities
- Preferred time windows
- Airline preferences (if any)
- Frequent flyer numbers (if applicable)
Review & Approval
- Share the excel sheet with the manager for review.
- Highlight the top 2-3 options based on
- Cost-effectiveness
- Convenient timings
- Airline reputation
- Traveler preferences
Finalize Booking
- When you book the flight, there is one option BOOKING DETAILS WILL BE SENT TO in that includes the name, contacts, and email. The tickets will be sent to your email.
- Then add traveller details, contact no, mail id as per their government ID’s.
- After this, click on the continue option and then Proceed to Pay.
- Then select the card Option and add Card Details
- After this, the OTP will be sent to the finance team.
- Check for the OTP and do the payment.
- After this, your Flights have been booked.
- Send the tickets by mail to finance@adtechtoday.com.
Handling Last-Minute Traveler Additions
- Separate Booking: If a traveller is added after the initial flight bookings are completed, create a new, separate booking for the additional traveller. Most airlines do not permit adding passengers to an existing reservation; however, you can book the same flight for the new traveller, subject to seat availability
- Flight Matching: Ensure the new booking matches the original itinerary in terms of
- Flight number
- Departure and arrival times
- Fare class
- Documentation: Update the flight options Excel sheet with the new traveller's details.
- Booking reference number
- Flight details
- Fare
- Time
Finalize the additional traveller Payment
- Have to do the same payment procedure for the payment.
- Select the card option
- Enter the card details, Expiry and CVV number
- The OTP will be sent
- Call and asked for the OTP
Closer to the event, send the ticket details to the respective team member and also coordinate for any further communication related to the flights.
- Srikanth Rayaprolu (10 July 2025)
- Srikanth Rayaprolu (10 July 2025)
- Neha Mehta (10 July 2025)
- Neha Mehta (10 July 2025)
Add Your Heading Text Here (10 July 2025)
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