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Booking flights and accommodation for 30 keynote speakers at the same time

Who is Landing.Jobs?

Landing.Jobs is a candidate-driven recruiting platform that provides the best match for technology professionals and companies. As a career marketplace that uses a more progressive approach to guide job seekers through their career path and give them a better experience, Landing.Jobs is quickly becoming a leader in its niche.

"It’s difficult for me to choose one favourite thing about TravelPerk: Having everything in one platform, great usability, easiness to manage travel in one single place are all great - I love them all."

Rhaica Silva, HR Manager at Landing.Jobs

Before TravelPerk: a hard time managing travel for external event speakers

Each year the company organises, one of Europe’s fastest-growing festivals which (in addition to workshops, networking and parties) features 30 international keynote speakers. Organising travel arrangements for these busy industry leaders scattered all over the world is a huge challenge that typically takes an entire month to complete.

Rhaica Silva is the HR manager a A big part of her role includes managing business travel and being the contact person for any travel emergencies. In the past, the team would book travel on multiple direct-to-consumer websites and then try to keep track of every booking manually through emails and Excel spreadsheets, but the process became too complex.

Managing travel for the job festival was particularly hard, as Silva had to find suitable dates and book flights and hotels for all 30 speakers—at the same time! Endless trip changes, travel preferences, communication issues, and last-minute requests from the speakers added further complexity when booking their flights and accommodations. Additionally, once the event was over, she also had to chase down each speaker to get a hold of their invoices and expense reports.

"It was a complicated process that took up way too much time. I knew there had to be a better way."

Rhaica Silva, HR Manager at Landing.Jobs

Enter TravelPerk

At the start of the year, Rhaica started to use TravelPerk on a trial basis for the event, helping to fly in speakers and book their accommodation. How did it go? As her colleague Andreia dos Reis, Marketing Manager, recounts: “during the festival, TravelPerk was our saviour”.

On the heels of the event’s success, it was an easy decision for Rhaica to expand the usage of TravelPerk to the entire company. Today, everyone at the company is able to select their preferred flight option themselves and Rhaica just needs to approve the trip within the TravelPerk app. Moreover, invoicing is also much easier as expense reports are stored on the same platform.

Of course, Rhaica loves the new process, it takes a ton of work off her plate and allows her to be more of of a 'travel overseer' by managing the travel policy, not the actual bookings.

However, what she particularly likes is that she can now rely on TravelPerk’s outstanding customer support to take care of any travel-related emergency.

True story: when a speaker backs out at the last minute…

On a sweltering hot day in Lisbon, Rhaica was silently celebrating after finally confirming the travel arrangements of all 30 keynote speakers for the 3rd annual Festival. She was looking forward to enjoying the event and then taking a well-deserved vacation. However, one featured keynote speaker from Brazil contacted her two days before the event and backed out!

Rhaica was left with an expensive intercontinental flight ticket that she couldn’t use. She knew it was going to be an awful experience, but she had to try asking the airline for a refund—or at the very least some credit for a future flight. After spending four hours on hold, passed around from one customer service rep to another, Rhaica was eventually they told the cost would be forfeited.

"Everyone dreads calling airline customer support. I’m convinced they make it as painful as possible just to discourage people from ever calling them. Thankfully, now I can count on TravelPerk’s remarkable team to fix any flight issues, be it cancellations, upgrades or last-minute bookings."

Results: cutting the process to book & fly in speakers from one month to one week

Rhaica was able to reduce the time required to book travel arrangements for 30 international speakers from over a month to just one week. Hundreds of emails have been spared as travellers select their preferred options themselves.

Additionally, there’s no need to collect invoices since they are now automatically stored on the TravelPerk platform.

Above all, Rhaica can now relax as she is no longer the only contact person for 30 internationally-renowned keynote speakers. With TravelPerk, she now has a powerful support team backing her in case of any emergencies or someone needs to make one of those dreadful calls to an airline’s customer support.