Book Group Travel

Find information on booking group travel, meetings, and events for ten or more people.

    Group Travel is defined as pre-approved travel arranged by the University for ten (10) or more travelers and may include:

    • Group Air, which encompasses management of block space, deposits, ticketing, reporting, and other activities related to efficiently managing the group's air travel needs
    • Strategic Meetings Management (SMM) services, which encompasses hotel/venue sourcing, contract negotiations, attendee management, and other logistics related to the meetings management process

    Group Travel may be booked by identified Columbia Travel Arrangers through World Travel, Inc.’s (WTI) World Meetings and Events (WME) team, responsible for providing professional meetings and events services for the University.

    1. To begin the process, Travel Arranger must complete the WTI Meetings Request Form (MRF), providing scope and service requirements for Group Air or Strategic Meetings Management (SMM) services. To receive a copy of the MRF you submitted, please be sure to manually check the "Send me a copy of my responses" at the bottom of the MRF. (Note: In order for you to be recognized as a Travel Arranger, you must complete your Concur Profile).
    2. Based on the scope of services requested, (i.e. a request for Group Air or something more complex), WTI’s WME team will contact Columbia Travel Arranger to discuss next steps in the booking and meetings planning process and proposed costs.
    3. A minimum cancellation fee of $500.00 will apply in specific instances when Group Air or Hotel Sourcing activity sourced by WTI’s WME team is canceled. (Airlines/suppliers may charge their own cancellation/penalty fees above the WTI fee.) 
    4. Please review the Group Travel Fee Chart for a complete description of Group Travel transaction fees and cancellation fees.
    5. Initial consultation/s with the CU Travel Arranger prior to sourcing are at no cost and additional fees/penalties will be discussed and agreed upon during initial consultation/ and will be included in the Statement of Work (SOW) for each group/event, for review and execution.

    Note: In the event that Sponsored funds are used, Columbia Travel Arrangers should verify guidelines, restrictions, policies, and procedures prior to making group reservations.


    WTI’s WME Hours of Operation

    WTI’s WME team is available Monday - Friday from 8:30 a.m. to 5:00 p.m. ET.

    General questions on Group Air or Strategic Meetings Management (SMM) services may be emailed to WTI’s WME team.

    For questions pertaining to Group Air only, please call the WTI Group Air team tollfree at 1-855-279-4572.

    If calling from outside the United States please call 1-484-624-6960.

    Only identified Columbia Travel Arrangers may book and pay for Group Travel through World Travel Inc.’s (WTI) World Meetings and Events (WME) team. Payment methods include:

    • Columbia Air/Rail Central Pay Account  for Group airfare
    • Columbia Corporate Card for Strategic Meetings Management (SMM) services 

    Note: The University is a tax-exempt organization and Travel Arrangers booking Meetings or Events in tax-exempt states should request that tax not be collected. To secure an exemption from sales tax all purchases must be made with University funds.  Purchases made with personal funds, including purchases that will be reimbursed by the University, are not eligible for sales tax exemption.

    Please visit Exemption & State/Sales/User Taxes for a list of states that provide sales tax exemption. Should a tax exemption certificate be requested by a supplier, it may be obtained through the Finance Service Center.

    Expenses related to Group Travel must be reconciled by Columbia Travel Arrangers via Concur Expense. Each air/rail ticket issued will show as an individual charge in Concur to be reconciled by the Columbia Travel Arranger.

    Refunded deposits for block space on flights must be reconciled by the Columbia Travel Arranger.

    Still have questions?

    General questions on Group Air or Strategic Meetings Management (SMM) services may be emailed to World Travel Inc.’s World Meetings and Events team.

    For all other questions, visit our Finance Service Center.