In the current environment, rising fuel costs continue to flow through into global travel pricing. While these factors sit outside direct control, there are practical steps organisations can take to better manage cost exposure.

In our experience, the most effective levers come down to governance, visibility and traveller behaviour.

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1. Strengthen approval processes

Taking a more structured approach to pre-trip approvals can provide immediate control, particularly when pricing is less predictable. This is especially relevant for:

• Late bookings
• Fares outside agreed thresholds
• Premium cabin selections

A consistent approval framework ensures higher-cost decisions are considered with the right level of oversight and context.

2. Encourage booking ahead where possible

Shorter booking lead times typically result in higher fares. In the current market, where pricing is already under pressure from fuel costs, this can have a greater impact.

Setting or reinforcing advance purchase guidelines helps reduce exposure to these higher fare conditions and supports more consistent pricing outcomes over time.

3. Refine travel policy settings

Clear and practical policy settings play an important role in keeping travel spend on track. Orbit recommends considering:

• Reinforcing the lowest logical fare selection
• Reviewing cabin class eligibility, particularly on short and medium-haul routes
• Introducing airfare caps or benchmarking thresholds where appropriate
• Increasing visibility around itinerary changes, ensuring any adjustments are necessary and cost-conscious

Providing transparency around changes helps travellers make more informed decisions and understand the broader cost impact.

4. Increase visibility through reporting

Good data provides clarity. Reporting allows organisations to distinguish between market-driven increases and behavioural trends. Key areas to monitor include:

• Average ticket price movements
• Booking lead times
• Policy compliance

This level of insight supports more informed conversations and targeted improvements where needed. As highlighted in Orbit’s reporting capability, having clear visibility over booking behaviour and trends is key to driving cost efficiencies over time.

5. Make the most of preferred supplier relationships

Making full use of preferred supplier agreements can help offset some of the impact of market volatility. This includes airlines, accommodation providers, and rental car partners.

Orbit can also review whether your current agreements remain competitive and aligned to your travel patterns.

In addition, leveraging Orbit’s preferred programmes, such as Orbit Plus+ and Orbit Direct, provides access to negotiated rates, added benefits like last room availability and flexible cancellation, and the advantage of Orbit’s scale and buying power in the market.

Taking a consistent approach to booking through these channels helps ensure you’re maximising both value and traveller experience.

6. Keep travellers informed

Clear, practical communication goes a long way. Keeping travellers informed helps reinforce good behaviour. Key messages include:

• Prices are being impacted by global fuel conditions
• Early booking and policy compliance are more important than ever

Small actions can make a meaningful difference. For example:

• Refuelling rental vehicles prior to return to avoid additional charges
• Confirming plans before booking to minimise unnecessary itinerary changes, reducing change fees and fare differences
• Being mindful of travel timing – where possible, avoiding peak travel days or times can help secure more competitive pricing
• Combining multiple trips into a single itinerary where practical to reduce overall travel costs
• Considering logical routing over convenience, selecting slightly longer but more cost-effective flight options where the time impact is minimal

Supporting travellers with the right information enables them to make smart, cost-conscious decisions while still meeting business needs.

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CONTACT

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If you’d like to review your current travel programme or understand where opportunities exist, our team can provide a tailored analysis based on your travel data.

1800 067 819 | cl************@*********el.au