Introduction
Quest is the easiest way to organize, manage, and book travel for company offsites, incentive trips, and corporate meetings. Quest Events module supports trips of 10 passengers, all the way to 5,000. By creating an event, company travel managers can:
Create event specific travel policies and restrictions
See and download event specific reports, like Arrival and Departure reports
Simplify the payment process (we just issue a deposit and final invoice)
Manage attendees inside one organized wrapper
Travelers only see the events they are attached too. Admins can see all of the events within their company workspace. Only Admins can create events.
Pre-launch checklist
Prior to booking travel with Quest Events, you will need to ensure you complete a few steps. From getting access to your Quest workspace, to creating your first event, to the first person booking, we typically see it takes 72 hours.
Here are some things you need to do first, prior to the launching your event and allowing people to book on Quest Events.
Sign MSA
Set up your first event in Quest
Create your travel policies
Initiate your deposit
Test the invitation and run a few sample searches
You cannot book travel until your deposit has been initiated. Please allow 24-72 hours for the deposit process to show complete inside of your event.
Setting up your event in Quest
To set up an event in Quest, admins can navigate to the Events page on the left hand menu. From there, clicking the blue button on the right side of the screen.
Once in our event setup wizard, you will be prompted to fill out all of the information in the 4 tabs. Inside of the details page, you will be able to enter all of the information about your trip.
From the policy tab, you will be able to set arrival and departure time restrictions, fare caps, and guest policies.
Inside of the attendees tab, you will be able to manage attendees. Its important to note that when first creating an event, we recommend providing an accurate count of the expected number of passengers looking to book flights. We will use this number to configure your deposit amount.
Should you fail to put an accurate number, you will be delayed in launching. Our accounting department will not let you launch without an accurate deposit amount collected.
Setting up travel policies for your event
Quest allows companies to create a wide range of travel policies meant to help control spend. From the travel policies tab, located in event settings, admins can:
Control what time attendees need to arrive and depart by
Create fare caps and the class of service travelers are allowed to book, based on flight duration.
We recommend the following baseline configuration should you be confused on what to enter.
0-4 hours: $500 cap, economy
4-6 hours: $800 cap, economy
6-12 hours: $1,350 cap, economy & premium
12+ hours: $1,750 cap, economy & premium
Pro-tip: When creating travel policies, the more restrictive your travel policies, the higher your fare caps will have to be. This is also true with group size. The larger your group is, the more you should expect to move your fare cap and budget up.
Pro-tip #2: Fill out both domestic and international policies
Download our guide to creating realistic budgets.
The Approval Process
You can't talk about travel policies without talking about approvals. Creating travel policies inside of Quest will not stop us from showing flights and it will not stop the traveler from making a selection.
Should the travel make a selection that violates a travel policy, that reservation will have the option to be sent to approval.
The admins will be able to review reservation inside of the approval page on the left hand menu. It's important to note that the approvers will have the ability to communicate directly with travelers and pass them notes.
Inviting people to your event
While there are multiple ways to add people to your event, the most popular and seamless way to do so is by "magic link" feature.
Once all the steps have been completed, you will be able to share a "magic link" which invites attendees to your company's Quest workspace, attaches them to that specific event and allows them to book travel.
The magic link can be found in the Attendees tab inside of the event settings.
Magic link typically goes at the end of registration or in a welcome email. It gives meeting planners and event administrators the ability to control the messaging and timing of when people can access Quest.
You can also attach attendees to the event by clicking the add attendees button. Quest does not send out invitation links automatically when you add someone manually.
Pro tips for making your event a success
We've booked hundreds of events over the years. We will compile some of those learnings here.
Do not launch your event on a Thursday or Friday. While we do offer 24/7 coverage, our support is considerably lighter on the weekends.
On your arrival day, don't plan any activities prior to 6pm. We have seen this blow up budgets and wreck havoc on programs. The more restrictive your travel times are, the more you should expect to pay in relation to airline prices. If you plan on requiring your team arrive between 11-3pm on the first day, expect to pay up to 20-30% more for airfare
Have clear communication on booking rules and expectations prior to launching travel. This helps improve the attendee experience and reduce the collective support headache.
The larger your program, the more you need to be located near a major international airport. While tucked away destinations are nice, the larger your program, the more you need to consider hubs like New York, Los Angeles, Dallas, Chicago, Atlanta, Miami, etc. Truth is, anything over 300 people should seriously evaluate a smaller, regional airport.
Assign someone to be on top of Approvals. Travel agencies can only hold fares for up to 24 hours. Reservations that do not go addressed will automatically cancel after 24 hours and the traveler will be forced to re-shop for airline prices.
Test everything before launch
Prior to launching travel for your event, make sure you test Quest. We recommend testing the registration to Quest flow (inviting users) in addition to running a few example searches.
Getting support
AllFly is dedicated to providing a high-touch customer service experience. Prior to your trip being set up in Quest, your dedicated sales manager will guide you through the process.
Once your trip is live in Quest, our customer success and account management team will be best suited to handle support issues.