5 ways your ministry can save money on travel
Until Jesus comes back Christian ministries will always need to include travel in their budgets. Jesus made His directions very clear, after the resurrection His directions to us were to “go.” In todays world going comes with a cost. Whether you are sending a short-term mission team overseas or gathering people for a domestic conference, the travel industry has vendors that you have to become familiar with in order to properly do business with. Responsible ministries practice financial stewardship simply because their assigned travel coordinator is familiar with the basics of travel business and the services that are available for a 501(c)3.
1. Partner with a travel expert that also loves Jesus. There are several travel agencies that are completely focused on ministry-travel. They can quote a single trip and also do a comprehensive review of your entire ministry organization in regards to travel. Agencies have access to lower rates, better cancelations terms and higher luggage allowance. The industry calls these travel products: humanitarian, student and tour fares. Your ministry-travel agent acts as a “remote staffer" so you never have to re-explain your situation. Having a travel industry expert on your team saves you time, money and headaches. The process is simplified and you get peace of mind with 24/7 emergency service during travel.
2. Don’t schedule every trip during peak season. Airlines and charter bus carriers know demand is high during the summer, spring break and winter breaks. Typically, these are the seasons of the year when inventory becomes the scarcest. These time spans are the most convenient for participants because of school and work schedules… BUT... not everything has to be calendared during these time frames. Distinguish which activities can be moved to off-peak travel season. You could save a significant amount.
3. Plan in advance. Planning is a pain but the lack of planning hurts more. Start the communication process with ministry partners early… especially international partners. Most major airline carriers publish their itineraries 11-months in advance. The travel industry runs on a supply & demand pricing structure. You can reserve a block of nameless seats in advance on your preferred flight itinerary. The best way to get your entire team on the same flight with the best departure/arrival time… at the best price, is to reserve early with a fully-refundable deposits. At “utilization” (typically 90 days before departure) you are allowed to adjust your reservation seat count to reflect the more accurate number of passengers. Start your group contract with an optimistic number of passengers and know your timeline for when to lower your passenger count on your group contract to avoid forfeiting deposits. The second best time to start the booking is now. Don't wait.
4. Pay a better way. Vendors can sometimes charge you the same rate whether you use cash or credit. Review the current credit card incentive programs that are available to your organization. Receiving “3% cash back” is a way to trim cost on pricey transactions?
5. Research competitors. Sometimes you can switch a reserved group contract for a better group contract during the reservation timeline without any financial penalty. Sometimes you can trade a roundtrip itinerary that contains a layover... for a non-stop roundtrip itinerary for cheaper! Airline carriers often strategically add additional routes as demand grows. Research reveals what airlines are considering and their release dates. You ALWAYS want to start the reservation process with a major airline early (sometimes up to 11-months in advance). Doing this guarantees inventory for your entire team and gives you the chance to get a price-drop or two during the reservation timeline. Group contracts can typically be cancelled for a full refund 90-days before departure. Price should never be the only factor to consider when considering a switch of airlines. Factor the amount of luggage allowance, cancelation terms, and how many daily flights the airline takes to your destination. You don’t want your team, at the airport, to learn it will be 2 days before the next scheduled flight due to a cancelation. If you are going to switch airline carriers… do your research.
It is important for ministries to handle finances well and for the travel coordinator to be informed. We owe it to those, who are financially contributing, to not spend more money than necessary. With guidance it’s possible to get from point A to point B in a way that practices stewardship.
Luis Lama
Ministry-Travel Expert
www.SummitTravel.org