Organizer checklist
Mission trip flight booking checklist for team leaders
A clear flight brief helps an agent return comparable options. Gather the route, the working schedule, the headcount and the baggage plan first. Then check the quoted terms before the team commits money or makes onward arrangements.
Humana Travel Services ·
1. Describe the journey beyond the airport
Write down the actual project or meeting location, the host’s preferred arrival time and who will collect the team. Include all departure cities. If you are open to another arrival airport, say how much additional ground travel is practical.
For a European mission, a larger gateway is not always the simplest arrival. Compare the full journey to the host location, including whether a connection needs an airport change, a separate ticket or an overnight stay. These details let the agency compare suitable routes rather than simply the lowest displayed price.
2. Split confirmed travelers from estimates
Give the confirmed headcount and the possible final size separately. Include children’s ages where relevant and flag assistance needs. You can prepare an initial inquiry without putting passport numbers or scans into a general contact form.
Identify anyone leaving from a different city, joining later or returning separately. Assign one coordinator who can consolidate questions and approve the route. This avoids conflicting instructions when several people email about the same team.
3. Make a baggage plan before comparing fares
Count checked bags for personal belongings and for shared supplies separately. Record approximate weights and dimensions for equipment. Do not treat donated items as automatically exempt from baggage charges or airline restrictions.
Ask which airline operates each segment and whether the proposed allowance covers the whole journey. A special request is not confirmed until the relevant carrier accepts it. If equipment changes after the quote, tell the agent before ticketing so the comparison still reflects the trip.
4. Give the quote an approval deadline
State the budget per traveler and when the organization can decide. Describe date flexibility as a usable range, including any first-day commitments. Ask whether the fare is simply a current quote or attached to a confirmed hold, and record when any hold expires.
Review inclusions, service fees, payment deadlines, baggage and cancellation conditions together. If the team wants to fundraise before committing, discuss that timeline early rather than assume the airline can keep the same inventory available.
5. Check the booking before handing it to the team
Before tickets are issued, confirm passenger-name requirements through the agency’s agreed process. Review the airports, dates, local arrival times and separate return plans. Travelers are responsible for checking the official entry and transit requirements that apply to them.
Once booked, distribute the itinerary and the appropriate contact details. Keep the coordinator’s version current when the airline changes a schedule. The same departure spreadsheet is useful again when arranging airport transfers and confirming who has arrived.