Keep your meeting (and your sanity) on track during flight delays
Flight delays and cancellations are a reality of travel—and for meeting planners and attendees, they can quickly derail carefully crafted schedules, cause missed connections, and add stress to what should be productive trips.
But with preparation, patience, and a few smart strategies, you can protect your plans—and your peace of mind—when disruptions strike.
5 Things To Do When Your Flight Is Delayed Or Cancelled
1. Act Quickly. If your flight is canceled or significantly delayed, rebook as soon as possible. Use your airline’s app, get in line at the customer service desk, and consider calling the airline while waiting in line to maximize your chances of reaching an agent first.
2. Know Your Rights. In the U.S., if your flight is canceled, you’re entitled to a full refund even if you booked a nonrefundable fare. If your flight is delayed, you’re typically not guaranteed compensation, but some airlines will rebook you on the next available flight or offer meal vouchers during extended waits.
3. Check Other Airlines and Routes. If you’re facing a long delay, look for alternative flights on different routes or airlines. If you booked through a corporate travel service or travel advisor, they may have access to options and waivers you can’t secure on your own.
4. Ask About Hotel and Meal Vouchers. If you’re stuck overnight, it never hurts to ask if the airline can provide a hotel or meal voucher, especially if the delay is due to issues within the airline’s control.
5. Track Your Bags. If you’ve checked luggage and need to switch flights, confirm that your bag is re-routed to your new flight to avoid further headaches upon arrival.
For meeting planners, proactively share these tips with attendees before they travel. Including a “travel disruption action plan” in your pre-event communications helps attendees feel supported while reducing the flood of last-minute messages to your on-site team.
Making the Most of Airport Downtime
While you can’t control when flights are delayed, you can control how you use that time. Smart travelers pack a small “delay survival kit” to stay productive, entertained, and comfortable during long waits.
Here are a few items that can help:
Noise-Canceling Headphones or Earbuds: Block out noise to focus on work calls or decompress with music and podcasts.
Portable Charger: Keep your phone and devices powered up while outlets are scarce.
Compact Power Strip: Share outlets while charging multiple devices.
Travel Blanket or Scarf: Stay warm in chilly terminals.
Reusable Water Bottle: Stay hydrated without paying premium airport prices.
Healthy Snacks: Prevent getting hangry during extended delays.
E-Reader or Downloaded Shows: Use downtime to read or catch up on your favorite series.
Travel Pillow and Eye Mask: Sneak in rest if your delay stretches into the night.
For planners, consider offering “delay-friendly” welcome gifts like portable chargers or snacks that attendees can use immediately if travel delays strike.
FURTHER READING: TOP CARRY-ON LUGGAGE OPTIONS
The Bigger Picture
Flight delays and cancellations are beyond your control, but how you prepare can determine whether a disruption becomes a disaster or a manageable inconvenience. For planners, guiding your attendees with clear instructions, tools, and expectations ahead of travel can reduce stress while ensuring your meeting continues to run smoothly—even when the skies don’t cooperate.
And for attendees, having a plan—and a few well-chosen comforts—can turn airport downtime into an opportunity to recharge, catch up, and arrive at your meeting ready to engage.
Any thoughts, opinions, or news? Please share them with me at vince@meetingsevents.com.
Photo by Getty Images For Unsplash+
