ATOL protected 11889Mon to Fri 9:30am to 4:30pm, weekends by appointment020 3443 8969
The Travel Lounge
Travel logistics for the events industry
A specialist travel logistics partner supporting corporate events of every scale, from executive retreats and product launches to international conferences.
- 35+ years of combined events industry experience
- End to end flights, rail, hotels and ground transport
- One contact from proposal to post-event review
- On the ground an embedded travel team at your event
Travel
Logistics
Who we are
An extension of your event team
We are a specialist travel logistics partner supporting corporate events of every scale, from executive retreats and product launches to international conferences. With over 35 years of combined experience in the events industry, our team understands the pace, precision, and attention to detail that successful event delivery demands.
Our expertise spans every aspect of travel management, including flights, accommodation, ground transport, and on-site coordination. Acting as an integrated extension of your production or event operations team, we manage complex travel programmes with clarity and control, ensuring every arrival, transfer, and check-in runs smoothly so your guests enjoy a seamless experience from start to finish.
Why work with us
Why logistics managers and producers trust us
With first-hand experience in event operations, we know smooth travel logistics are critical to the success of any programme. Our role is to remove complexity, giving your team the confidence that every delegate, crew member, and VIP will be in the right place, at the right time.
We combine meticulous planning with clear communication and on-the-ground reliability, ensuring your event delivery remains seamless, professional, and stress-free from start to finish.
We are trusted because we:
Understand the industry from within
Over 35 years of combined event management experience means we anticipate challenges before they arise.
Operate as an extension of your team
Responsive, detail-focused, and aligned with your event objectives and brand standards.
Deliver consistency worldwide
From local events to international conferences, our processes ensure reliable execution wherever your event takes place.
What we do
End-to-end travel management for corporate events
Designed to simplify logistics and enhance the delegate experience.
From pre-event planning to post-departure support, our service ensures every journey runs smoothly, on schedule, and in harmony with your wider event objectives.
Our capabilities include
Flight and rail management
Sourcing, booking, and coordinating complex itineraries for individuals and groups across multiple locations and time zones.
Hotel and accommodation planning
Negotiating preferred rates, managing room allocations, and overseeing check-in logistics for crews, delegates, and VIP guests.
Ground transportation
Coordinating cars, coaches, and transfers with precision, supported by real-time communication and local oversight.
On-site travel support
Providing an embedded travel team for immediate coordination, issue resolution, and delegate assistance throughout the event.
Crew travel
Managing individual travel arrangements for production teams, talent, and support staff with efficiency and care.
VIP travel
Specialist experience in handling VIP itineraries, managing complex arrangements with discretion and meticulous attention to detail.
How we work
Aligned with your schedule, your delegates and your brand
We act as an extension of your event operations team, aligning our planning, communication, and delivery with your objectives.
Every project begins with a clear understanding of your event schedule, delegate profile, and brand standards, ensuring that travel logistics enhance rather than interrupt the wider experience.
Our approach combines:
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Collaborative planning
Early engagement with production and logistics teams to align on schedules, routes, and guest requirements.
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Transparent communication
Real-time updates, clear documentation, and one point of contact from proposal to post-event review.
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Flawless execution
Proactive monitoring, contingency planning, and on-the-ground coordination to keep every element running on time.
Case study
Supporting a world-renowned brand event in Los Angeles
- 120+ delegates
- Multiple US departure cities
- One night event in Los Angeles
Overview
When a global technology giant hosted an influencer and partner event in Los Angeles, Huben Travel Logistics managed every element of delegate travel, from personalised flight bookings and hotel coordination to real-time journey monitoring. Partnering with a high-end events agency, we delivered a seamless logistics solution that ensured every guest arrived relaxed, informed, and ready for the experience ahead.
The challenge
Over 120 delegates were flying in from multiple US cities for a one-night event. Each itinerary required individual management and bespoke branding in the client's corporate style. Tight schedules, complex flight monitoring and managing both sponsored and self-funded hotel nights added layers of logistical complexity.
Our solution
A dedicated Huben concierge acted as the single point of contact for all delegates, overseeing:
- Personalised itineraries designed in the client's brand and font
- Flight coordination and live tracking of every journey
- Hotel extensions and private room payments
- Flexible transfers using pre-issued Uber vouchers
Our team proactively monitored flights and contacted delegates directly in case of delays, ensuring every movement stayed on schedule.
The outcome
Every delegate arrived and departed on time. For the few delayed flights, Huben coordinated smooth rerouting and arrival, avoiding disruption to the event. The client described the delivery as "flawless from start to finish," praising Huben's attention to detail, clear communication and calm control.
Client testimonial
Huben takes all the stress out of group bookings for us. This not only includes the ease of speaking to an actual person when making the bookings but also if any airline issues take place. We always feel totally supported, be that day or night.
Production Coordinator, Barefoot Live
Get in touch
Keep connected with us
Tell us about your event, your delegates and your timings, and our logistics team will take it from there.
Planning a holiday rather than an event?
Huben Travel plans tailor-made luxury holidays from The Travel Lounge in Cobham.
Some photography courtesy of Unsplash: Marwen Larafa, Israel Palacio and Cedric Letsch.