Planning a sales team training at headquarters with attendees coming from 15 different locations? Or maybe an executive offsite with 10 very particular executives? Choosing flights for an in-person meeting goes beyond finding the lowest fare. It’s about balancing time, cost, comfort, policy, and the realities of how people actually travel — all while planning against conditions that are constantly changing.
For meeting planners, this complexity often lives across spreadsheets, browser tabs, and best guesses. But flight decisions shouldn’t rely on manual research or outdated assumptions. They should be grounded in data and a clear understanding of how travel choices shape the overall meeting experience.
This is where TROOP comes in.
TROOP goes beyond answering basic questions like, “Can I get from point A to B, and how much will it cost?” It considers how flight decisions impact the overall travel experience — so planners have clarity upfront and fewer surprises once planning is underway.
Flight decisions only work when they align with your company’s travel policies and the realities of how employees actually travel. TROOP starts by grounding flight selection in the travel policies and preferences that matter most:
Instead of manually checking policy compliance every time you plan a meeting, TROOP builds these guardrails into every recommendation — so each flight option aligns with policy, supports a better travel experience, and is easy to stand behind when explaining decisions to executives and stakeholders.
Flights should support the meeting itself. TROOP lets you set arrival and departure buffers that protect the meeting start and end times, so you ensure attendees arrive ready to engage and depart without having to rush.
Other timing factors TROOP incorporates in your flight search:
These factors protect the integrity of the meeting by ensuring sessions start on time and attendees arrive ready to engage, without relying on tight schedules or last-minute connections.
The flight timeline view is essential to managing group logistics more easily. By visualizing arrivals and departures on a shared timeline, planners can quickly see how a group is moving and where coordination matters most. Information that would otherwise be buried across individual confirmation emails is in one clear view.
That visibility makes group logistics easier to manage and easier to optimize.
Planners can coordinate ground transportation more efficiently — arranging shared vans for group arrivals, identifying when attendees can travel together, or adjusting plans to avoid unnecessary transfers. The result is not only time saved, but leads to potential costs saved on ground transportation.
TROOP’s algorithm combines trusted, real-time travel data from top industry sources with your company’s travel policies and preferences to recommend location options (destinations) that reliably balance cost, total travel time, connections, and experience.
Evaluating different meeting locations involves comparing dozens of variables, including costs, availability of hotels, and travel logistics. With TROOP, planners can easily compare the flight costs, ease of travel, overall flight time, and carbon emissions. What’s more, they can drill down into individual flight options for attendees to understand schedules. For example, a planner might change a meeting start time that might otherwise force many travelers to take overnight flights. Planners can use TROOP to bring clarity about flight logistics when evaluating meeting locations.
As Ignatius Hefer, VP of Engineering, explains, “Flight selection sits at the intersection of cost, time, and human experience. What we saw was planners juggling all three with incomplete data. TROOP was built to bring those variables together so decisions are informed upfront, not corrected later.”
Beyond timing and policy considerations, some organizations factor broader company priorities into how they select flights and destinations for in-person meetings.
For teams with sustainability or ESG goals, TROOP includes carbon emissions data alongside cost and travel time — making it easier to compare options and choose flights that align with environmental commitments.
Location strategy can matter, too. By incorporating saved office locations, hubs, and regional preferences, planners can focus recommendations on destinations that fit how the company operates, without starting from scratch each time.
When flight decisions are informed by data, policy, and real-world context, in-person meetings run smoother. Attendees arrive prepared, budgets stay on track, and planning decisions hold up under scrutiny.
TROOP doesn’t just help you choose flights — it helps you choose confidently, knowing each decision supports the meeting you’re building.