It does not matter the size of the conference or where it is, travel agents can be a major help in their planning. Travel agents can be especially helpful if it is an international conference. Travel agents can have knowledge of the area as well as such things as transportation, accommodations, and hospitality issues. One of the main hassles when planning a conference is taking care of the needs of the people attending.
It doesn't matter if it is a press release, convention, training seminar, or product launch, travel agents can take care of many of the needs of the attendees so that the people attending or the people running the conferences do not have to worry about those details. The larger the conference the more travel agents can be of service.
One of the main ways that travel agents can help with conferences is with transportation and travel needs. Many times if the conference is international the people attending the conference will need a way to get there. Travel agents can help with flight, train or bus information as well as procuring tickets. The larger the group traveling to a conference the more travel agents can be used and many times they can also get better deals. Travel agents are in direct contact with airlines, train lines, and bus services so they can find out if there is space available as well as the best price for the ticket. They can also contact charter services, as it may be cheaper to travel this way for larger groups. Another advantage of using travel agents is that they can be available to coordinate travel times so that it can be easier, once the people arrive, that they do so around the same time making it easier to either get to accommodations or to the conference itself.
Another beneficial aspect when using travel agents when dealing with conferences are accommodation issues. Much like travel issues the travel agent can have direct contact with hotels and inns as they can find accommodations for people that are travelling to the conference. Also much like travel they may be able to find better rates than if the people travelling to the conference booked accommodations themselves. One thing that travel agents have as well are information about package deals, which can save people, or a company, a lot of money as travel, accommodation, and transportation services can all be packaged in one deal.
When people travel out of town to go to a conference they will also have transportation needs so they can get to and from the conference itself. They can also help with such things as arranging for car rentals and taxi services to and from the conference. Travel agents can also find accommodations that are closest to the conference site. If a travel agent is working with one group of people there is also a better chance that they will be staying in one location, or, at least, close to each other. This is a crucial aspect of a conference if many people from one organization or company are in attendance.
While travel agents can be used for many types of conferences one of the most important ways in which they can be used is for companies that need to have many employees in attendance. For example, if the company is having a training seminar for hundreds of employees their main goal is to make sure that the seminar runs smoothly. The company needs to find a conference site and deal with the information that will be presented at a seminar. If the company uses travel agents there is a huge amount of time and resources that can be saved that can be used in areas of more importance. Any time that the company needs to take care of the travel needs of the people in attendance travel agents should be used.
Travel agents can also be of service when dealing with hospitality issues as well. If the conference runs more than one day they can find out information such as where to eat and what there is to do in the area that people are traveling to. If the people that attend the conference do everything for themselves they will not be as informed, as if a travel agents took care of them. Travel agents can find restaurants, make reservations, book lunches, and rent out halls, just to name a few things they can do.
The hassles that can arise when traveling to conventions can be great for the people traveling to them and the people running them. By using travel agents many of those hassles are taken care of. When dealing with conferences, especially international ones and ones where many people will be in attendance, the things that travel agents can take care can be invaluable to both the company and/or the traveler.