Frequently Asked Questions
Why should I use SpeakerTravel for my event?
SpeakerTravel helps conference organizers with searching & booking flights for the speakers at their event. Organizers love it because it’s easy to use and saves them a lot of time. Speakers love it because they get to pick their preferred travel schedule, without the usual back-and-forth with travel agents.
Can I try SpeakerTravel?
You sure can! Sign up for a free account and start creating your event. Send speaker invitations to yourself, perform some test searches, and request flight approval. You can test the entire flow, except for issuing tickets.
Is my data safe?
SpeakerTravel stores your data securely and redundantly in the Microsoft Azure cloud. Data is backed up, and our database, including backups, is encrypted at rest.
We don't share your data with others, except when needed (for example when booking a flight ticket).
How long do you store traveler data?
We follow the principle of storing just the data that is needed, for the amount of time it is needed.
When a traveler is invited to an event, the name and email is stored for the entire lifetime of that event. Specific traveler data is stored for the duration we need it to be able to purchase flight tickets.
When a traveler requests a particular flight, we store the data required to book and issue flight tickets in encrypted form.
When the organizer approves the request, we provide this data to the airline or our integration partner to be able to book the ticket. After ticketing, we keep this data for 48h to be able to provide post-booking support. After 48h, data such as birth date, phone numbers, and passport information is removed from our database indefinitely. Only the passenger name, email ticket number, reservation code and itinerary details are stored so the traveler can consult travel information in the app.
When the organizer rejects the request, data such as birth date, phone numbers, and passport information is removed from our database indefinitely and immediately.
No later than 14 days after the end date of an event, data such as birth date, phone numbers, and passport information for pending travel requests is removed from our database indefinitely.
Do you provide support to the organizer and speaker?
We provide support to you as an organizer. We can help set up your event on SpeakerTravel, and provide post-booking support.
We don’t provide direct support for individual speakers directly. Travelers need to contact the event organizer first, who can triage and selectively reach out to SpeakerTravel.
What happens if we need to change the speaker’s travel itinerary?
We adhere to the ticketing rules the airline sets forth. Some tickets can not be changed, others can be changed with a penalty, and other tickets are fully flexible and can be changed at all times. This fully depends on the airline and the ticket that was booked originally.
If a ticket needs to be changed, please contact our post-booking support so we can see what is possible for your passenger and their itinerary.
Will there be refunds when the speaker has to cancel?
Being able to cancel a ticket may be possible, either with no refund, a partial refund, or a full refund. Conditions depend on the ticket that was purchased. The SpeakerTravel fee will not be refunded.
Contact our post-booking support so we can see what is possible for your passenger and their itinerary.
What happens when a flight is canceled by the airline?
Sometimes, airlines change flight schedules or even cancel flights as a whole. Depending on the ticket conditions, we may be able to find a replacement flight or request a refund from the airline.
When itinerary changes or cancellations happen, please contact our post-booking support to see what is possible.
We're here to help! Reach out to firstname.lastname@example.org.