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Group Travel Request Guidance

Thank you for partnering with us on your upcoming event we’re excited to support you. This form is the starting point for all group travel requests (10+ travelers). For a detailed overview of this process, please visit the Corporate Travel Center on Allen Connect!

When to Submit

Please submit this form as soon as your event is confirmed, even if traveler details are still being finalized. Early submission allows us to begin planning, secure inventory, and align support.

What You Need to Start

You do not need complete traveler information to submit this request. To get started, please provide:

  • Event name and dates
  • Location
  • Estimated number of travelers
  • High-level scope (air, hotel, both, or additional services)

All required fields must be completed.

What Happens Next

Once submitted:

  • A Travel team member will contact you within 48 hours of submission to schedule your discovery call
  • They will review your request, gather any missing details, and confirm next steps
  • Ongoing coordination will take place directly with the assigned agent/team

Planning Expectations

To ensure the best support and availability:

  • 7+ weeks lead time is recommended for full-service group support (air, hotel, logistics)
  • 3+ weeks lead time is recommended for air-only requests
  • Requests submitted inside these windows will be reviewed, but support may be limited based on timing and availability

Requests are prioritized based on event date (travel proximity), not submission order.
Submitting early ensures your request can be planned and supported appropriately.

Additional Notes

  • If your event is supported by the Allen Institute Events team, include your assigned Events Specialist
  • Preferred suppliers and booking channels will be used whenever possible
  • Selection of non-preferred options when preferred options are available may be subject to additional review

If you have questions at any point, contact travel@alleninstitute.org or alleninstitutegroups@adelmantravel.com we’re here to support you throughout the process.

Allen Institute Group, Meeting & Event Travel Request Form

Main Details

Main Contact Name(Required)
Please include the country code if not US/CA (+1)
Main Contact Email(Required)
Please only provide one email address - this email address will receive a confirmation email of submitted event request. Any additional email addresses can be provided as additional details.
Official title of the event. Please provide the name only in alphanumeric (letters and/or numbers) and exclude special characters.

Event Details

**If you have requested support but your specialist is not yet assigned, we recommend waiting to proceed with this form to ensure alignment.
What services are needed? Please check all that apply.(Required)
City, State and Country where the event is located, and the Airport and/or Train Station the event attendees will travel to. Please provide the preferred airport and/or train station if the area has multiple.
Event/Hotel venue details. City, State, & address if you have it
MM slash DD slash YYYY
MM slash DD slash YYYY
MM slash DD slash YYYY
Time(Required)
:
If event start date and attendee arrival dates differ, please provide additional context.
MM slash DD slash YYYY
Time(Required)
:
If event departure date and attendee departure dates differ, please provide additional context.

Reporting

Please note that the go-live date should be in 3 business days or more to allow Adelman to prepare all necessary steps for the upcoming bookings
MM slash DD slash YYYY

Hotel

If you do not need hotel assistance you can skip this section.
Sourcing includes any route of booking made with/through Adelman, whether with an online booking tool, agent or with a room block

Car

If you do not need Car assistance you can skip this section.

Air/Flights

If you do not need airfare for this event, please skip to the following section

Approvals

Additional Details
Clarification on any details provided as needed
Such as attendee spreadsheet or other relevant files for the event
Max. file size: 50 MB.
Guest List Upload Reminder
If Attendee Management is being handled internally (AIlen Institute Events Team or Stakeholder), please upload a clean guest/speaker list (Name, Email, Phone, Travel Needs) using the standard template. This ensures Adelman Travel can provide accurate travel support and manifests. click to download template: Group Air Import Template