This Travel Management Contract sets out how I will provide corporate travel management for you, and what I need from you so travel can be booked, changed, and reported in one consistent way. If anything in the proposal and this document clash, I will point it out before I start, and we will agree in writing which version to follow. Once this is signed, I will run the work to the terms below so you always know what happens next.
What I manage
I provide corporate travel management as a project. That means I set up the rules and booking workflow first, then I handle sourcing, ticketing, and disruption support against those rules so travellers are not improvising and finance is not piecing spend together after the fact.
Your proposal lists what is included, and this agreement covers those items: Policy and approval rules. Supplier and rate setup. Traveller profiles and billing. Itinerary planning and ticketing. Disruption support and rebooking. Monthly reporting and invoicing support.
* Policy and approval rules * Supplier and rate setup * Traveller profiles and billing * Itinerary planning and ticketing * Disruption support and rebooking * Monthly reporting and invoicing support
Holding dates
I only reserve time for your project once two things have happened: you have signed this agreement, and I have received the 50% retainer. Until then, I may be working with other clients and I cannot promise I will be available for the start window you want.
The retainer is what blocks out my capacity for setup and the first bookings. If you cancel after paying the retainer, I may keep some or all of it. What I keep depends on how close you cancel to the agreed start and what work has already been done. I will confirm the cancellation steps in writing when we set your dates.
Payment
Corporate travel management is paid in two parts. You pay 50% of the price as a retainer when you sign this agreement. This is what starts the work and holds my time for setup and initial bookings.
The remaining 50% is due before the event, based on the final numbers, by a date I set and confirm to you in writing. I will not be able to continue into the next stage of work, including ticketing that commits spend, if an invoice is overdue. Every invoice is payable within 14 days of its date.
Final numbers
To keep bookings tidy and billing consistent, I ask you to confirm your final numbers by a deadline before travel takes place. “Final numbers” means the traveller list for the trips in scope, plus any required details that affect booking and invoicing, such as names exactly as shown on passports, loyalty numbers, and any access needs.
I set the deadline and send it to you for approval, because it needs to match fare rules, ticketing time limits, and your finance close. Once that deadline passes, the balance is charged on the final numbers you confirmed, even if fewer people end up travelling.
Changes
Plans change. When you want to change the policy, approval steps, billing rules, cost-centre structure, traveller list, or an itinerary after signing, send the request to me in writing. I will tell you what it changes, what it costs, and what the knock-on effects are before I do the work. If you approve, I will confirm the change in writing and then action it.
Some changes are only possible up to a point, because fares, seats, and hotel inventory move quickly and suppliers have their own rules. If a late change will increase cost or reduce options, I will say so before I ticket or rebook.
Other suppliers
Travel suppliers include airlines, rail operators, hotels, car hire, and any third-party booking tools or payment products you choose to use. Unless we agree otherwise in writing, you are contracting directly with those suppliers. That means their fare, change, refund, and no-show rules apply, even when I place the booking for you.
I will load negotiated rates where they are available and I will flag restrictions I can see before ticketing, including change windows and refundability. If you want me to work with a supplier contract you already have, you will give me the contact, the rate details, and any booking instructions so I can apply them correctly.
Extra time
This project is priced around the workflow in your proposal: set up first, then booking and support through the agreed period. If something falls outside that, I will tell you as soon as I can and I will price it before the extra time is spent.
Examples include: urgent same-day itinerary rebuilds driven by internal approval delays, large restructures to policy or billing after setup, or sustained disruption handling that turns into an all-night live case. Where it is possible, I will get your written okay before time runs over. If it is not possible because a traveller is mid-journey, I will act to get them moving again first, then confirm the extra time in writing.
Moving dates
If you need to move the project dates, tell me as early as you can. I will offer new dates based on my availability and on supplier rules that may limit what can be changed without cost. If we agree a new date in writing, I will apply your retainer to it, unless I have already had to turn work away or complete a chunk of setup that cannot be reused. In that case I will explain what portion is tied to work already done.
If something outside anyone’s control prevents travel or makes it unsafe or impractical, my role is to help you pause, change, or unwind bookings as the supplier rules allow. Any supplier penalties, fare differences, or non-refundable elements are still payable, because they are set by the supplier, not by me.
What I am responsible for
I am responsible for running the booking and support process with care: following your written policy and approval rules, ticketing what you approve, and keeping a clear record of what was booked, what changed, and what happens next. If I make an admin mistake that causes avoidable supplier charges, I will work with you to correct it and I will take responsibility for my part.
I cannot be responsible for things I do not control, like airline cancellations, rail strikes, hotel overbooking, security delays, weather, or supplier systems being down. I also cannot promise a specific response time out of hours, because it depends on what is happening and where the traveller is, but once you contact me I treat it as a live case until the traveller is rebooked and the next step is confirmed.
If you cancel
If you pause or cancel corporate travel management, tell me as early as you can so I can stop work cleanly, avoid new bookings, and close off reporting in a way finance can reconcile. Cancellation needs to be in writing, and it takes effect from when I receive it.
What you owe, and what I keep from amounts already paid, depends on how close the cancellation is to the agreed dates and how much work is already complete. I set those steps and amounts and I will confirm them to you in writing when we confirm your project timeline. Any non-refundable supplier costs already committed, plus any work you have approved and I have completed, remain payable even after cancellation.
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