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How can you negotiate with travel suppliers during times of uncertainty?

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Traveling during times of uncertainty, such as a pandemic, a natural disaster, or a political crisis, can be challenging and stressful. You may face unexpected changes, cancellations, or restrictions that affect your plans and budget. How can you negotiate with travel suppliers, such as airlines, hotels, or tour operators, to get the best deals and avoid losses? Here are some tips to help you communicate effectively and reach a fair agreement with your travel partners.

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? Teresa Broccoli ?

?? Social Media community manager ?? Event Planner ?? MICE consultant
Kenneth Udoakpan

Web Developer. Digital Marketer. Social Media Manager Driving Business Growth Through Online Solutions
Joheb Gauri

Operations Manager | Expert in Travel & Transportation | Enhancing Efficiency in Chauffeur Services

1 Know your rights

Before you book or cancel any travel service, make sure you understand the terms and conditions of your contract. Read the fine print and look for clauses that cover cancellation policies, refunds, fees, vouchers, rebooking options, and force majeure events. Know your rights as a consumer and the obligations of the supplier. If you have any questions or doubts, contact the supplier directly and ask for clarification.

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Kenneth Udoakpan

Web Developer. Digital Marketer. Social Media Manager Driving Business Growth Through Online Solutions
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Negotiating with travel suppliers during uncertain times requires thorough research, prioritizing negotiation terms, understanding your Best Alternative to Negotiated Agreement (BATNA), collaborating with suppliers, gathering relevant data from travel and expense reporting systems, and ensuring compliance with company travel policies. These steps will help ensure a successful outcome in navigating challenging negotiations with travel suppliers.

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Joheb Gauri

Operations Manager | Expert in Travel & Transportation | Enhancing Efficiency in Chauffeur Services
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Negotiations during uncertain times to be concentrate on the following key points 1. Flexibility: As professionals in the sales industry,This flexibility should extend to mitigating cancellation charges and penalties for clients during periods of uncertainty. 2. Volume Commitments: Given the inherent instability in the current market, it is advisable to refrain from making extensive volume commitments. 3. Customer Satisfaction: A Service Level Agreement (SLA) points is essential. This proactive approach helps prevent customer dissatisfaction by ensuring that promised services are consistently delivered and meet the expected standards.

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2 Be flexible and realistic

Travel suppliers are also facing challenges and losses during times of uncertainty. They may have limited resources, staff, or capacity to meet your demands or requests. Be flexible and realistic about what you can expect and what you can offer. For example, if you want to cancel your flight, you may have to accept a voucher instead of a full refund. If you want to change your hotel reservation, you may have to pay a difference in price or accept a different room type.

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? Teresa Broccoli ?

?? Social Media community manager ?? Event Planner ?? MICE consultant
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Communication is the key to know how to act in case of a crisis. when the pandemic arrived NO one had a contract with clients or suppliers that had a clause including a global pandemic. So the art of negotiating, get to a compromise and communication was very important the 2 months after the pandemic started. As we say (but sometimes we don't do) we must always have a plan B. The plan B is to control the situation by being flexible , realistic, without screaming to each other and understand that we can all suffer a benefits loss.

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3 Seek alternatives and options

One way to negotiate with travel suppliers is to seek alternatives and options that can benefit both parties. For example, if you want to postpone your trip, you can ask the supplier if they can offer you a credit or a discount for a future booking. If you want to modify your itinerary, you can ask the supplier if they can suggest other destinations or activities that are available and safe. If you want to upgrade your service, you can ask the supplier if they can give you a special deal or a bonus.

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4 Be respectful and polite

Negotiating with travel suppliers is not a confrontation, but a conversation. You want to establish a rapport and a trust with the supplier, not antagonize or offend them. Be respectful and polite when you communicate with them, whether by phone, email, or in person. Use a positive and friendly tone, express your appreciation and understanding, and avoid blaming or complaining. Remember that the supplier is a human being who may be dealing with their own difficulties and stress.

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5 Document and confirm

Once you reach a negotiation with a travel supplier, make sure you document and confirm the agreement. Ask the supplier to send you a written confirmation or an updated contract that reflects the changes or terms that you agreed on. Review the document carefully and make sure it matches your expectations and needs. If you find any errors or discrepancies, contact the supplier immediately and ask for a correction or clarification.

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6 Follow up and review

After your negotiation with a travel supplier is finalized, don't forget to follow up and review the outcome. If you received a voucher, a credit, or a discount, keep track of the expiration date and the conditions of use. If you rebooked or modified your service, check the status and the details of your reservation regularly. If you encountered any problems or issues with the supplier, provide feedback and seek resolution. If you had a positive and satisfactory experience, share your review and recommendation.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you negotiate with travel suppliers during times of uncertainty?

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1 Know your rights

2 Be flexible and realistic

3 Seek alternatives and options

4 Be respectful and polite

5 Document and confirm

6 Follow up and review

7 Here’s what else to consider

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