An offsite usually lands on the desk of someone in HR or admin who also has a full-time job. These are the things that make the flights part easy.
Get the approval chain sorted first
Group fares have short validity. Before asking for quotes, know who signs off on the cost and how fast they can do it. A quote that expires while it waits in someone's inbox has to be requested again — often at a higher fare.
Choose dates that suit the flights
Thursday-to-Saturday offsites are popular and so are Friday evening flights. Starting the offsite on a Wednesday or ending it on a Sunday morning can make the group fare noticeably cheaper.
Handle multiple office locations
If teams fly in from Bengaluru, Pune and Gurugram, each is a separate group block. Try to schedule arrivals within a two-hour window so one bus can collect everyone.
Expect attrition
On almost every corporate group, a few people drop out after the deposit. Ask what reduction the fare allows without penalty and block your seats with that in mind.
Invoices and policy
- Share the GSTIN and registered company name at booking.
- Ask whether you need one consolidated invoice or one per cost centre.
- Check your travel policy on baggage and seat selection so you know what to add.
Quick answers
Can we pay by bank transfer?
Yes. Corporate groups commonly pay the deposit and balance by bank transfer against a proforma invoice.
Can employees choose their own seats?
Seat selection is usually chargeable and can be added per passenger after ticketing, or employees can pick seats during web check-in.