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🍁 Corporate Event Travel Management in Canada

Meetings & Events Travel, Managed End to End.

Worldgo handles the travel side of your corporate events — group flights, hotel rooms, ground transfers and activities — for conferences, sales kickoffs, incentive trips and company meetings across Canada. Your team keeps the agenda. We negotiate with airlines and hotels for your group and look after attendees until they are home.
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1.888.236.1566

  • SOC 2 Type II Examination Completed
  • IATA Number 61596640
  • 24/7 Emergency Travel Support
  • Trusted Since 2015

Worldgo Meetings & Events — At a Glance

10+

Years in Canadian Travel

24/7

Emergency Support

60 sec

Call Answer Time, Business Hours

100%

Transparent, All-Inclusive Pricing

Event Types

Conferences

AGMs

Sales Kickoffs

Incentive Trips

Board Offsites

Product Launches

Trade Shows

Training Sessions

The Challenge

Why Meetings & Events Travel is Different — And Why It Demands a Specialist

Event travel is booked against a headcount that keeps moving. Hotel blocks and group air are committed months ahead, attendees arrive from different cities on different days, and the costs land across several invoices long after the event closes.

Common Pain Points

  • Hotel blocks signed months ahead with attrition terms nobody revisits until the invoice arrives.
  • Attendees booking their own flights and rooms, scattered across consumer sites and personal cards.
  • Flight, hotel and transfer details kept in separate spreadsheets by separate people.
  • A cancelled flight the night before the event, and no one on your team who can rebook it.
  • Event travel costs spread across invoices that finance has to piece together afterward.

The Worldgo Difference

  • We negotiate with airlines and hotels for your group, so terms are set before anyone books.
  • Group flights, hotel rooms, ground transfers and activities arranged through one Worldgo team.
  • Itinerary-based traveller tracking and duty-of-care support for every attendee we book.
  • In-house emergency travel support 24 hours a day, 365 days a year, for attendees on the road.
  • Consolidated invoicing with cost-centre or project allocation, so the event's travel spend sits in one place.

Arrival day at a national sales conference — the two hours where every travel decision made six months ago either holds or does not.

WHAT WE DELIVER

Everything Your Meetings & Events Program Needs

Worldgo’s corporate event travel management covers the travel and accommodation for your event. Your event team keeps the content, the venue program and the production.

Group Air

Group flights negotiated with airlines for attendees travelling to the same event.

Hotel Rooms & Blocks

Hotel accommodation negotiated for your group, alongside the air.

Ground Transfers

Airport and venue transfers arranged for arriving and departing attendees.

Activities

Group activities booked as part of the same event itinerary.

Incentive Travel

Reward trips for top performers, arranged by the same team that books your business travel.

VIP Services

Travel arrangements for executives, speakers and guests who need a higher level of service.

24/7 Emergency Travel Support

Attendees call Worldgo directly; travel within 72 hours takes priority on the line.

Traveller Tracking & Duty of Care

Itinerary-based traveller tracking and duty-of-care support, with risk alerts sent to affected attendees. Read why travel risk management matters.

Mobile Itineraries

The Worldgo mobile app gives attendees their itinerary, flight updates and check‑in.

Billing & Reporting

Consolidated invoicing in CAD or USD, with event spend included in your agreed client reports.

THE PROCESS

How Worldgo Meetings & Events Works

Four steps from first call to the final invoice. The consultation carries no obligation.

1

Consultation

We talk through attendee numbers, origin cities, dates and the venue, and whether hotel or venue contracts are already signed.

2

Group Air & Hotels

Your Worldgo consultants negotiate with airlines and hotels for the group, then walk you through the options and terms.

3

Attendee Bookings

Flights, rooms, transfers and activities are booked, and attendees receive their itineraries through the Worldgo mobile app.

4

Travel Days & After

In-house emergency travel support runs 24/7 while attendees travel. Afterward, travel costs arrive on a consolidated invoice allocated to your cost centres or projects.

PROUDLY CANADIAN

The Canadian Rules Behind Your Event Budget

Event travel decisions reach your finance team long after the last attendee flies home. Four Canadian rules and contract terms shape what your event really costs, and they are worth settling before the hotel contract is signed.

The 50% Rule

The Canada Revenue Agency generally limits deductions for food, beverages and entertainment to 50%, including meals at conventions and conferences.

The Six-Event Exception

Up to six events a year where all employees at a location are invited fall outside that 50% limit. Our guide to deductible travel expenses covers the basics.

GST/HST Input Tax Credits

Registered businesses can generally claim input tax credits on eligible event costs used in their commercial activities. For purchases of $100 or more, invoices must show the supplier's GST/HST registration number, and meals and entertainment qualify only for the allowable part.

Hotel Attrition

Hotel block contracts typically set an allowable shortfall before penalties apply, so the percentage and cut-off date are worth negotiating up front.

10+

Trusted Since 2015

Corporate travel management from Worldgo's Vancouver, Toronto and Seattle operations.

24/7

Emergency Support

Answered within 60 seconds on weekdays from 9 a.m. to 9 p.m. ET; outside those hours, a call back within 15 minutes at worst.

100%

No Contracts

No contract required to work with Worldgo, which commonly offers a transparent flat transaction fee. Pricing varies by client, booking channel and program.

Delegate coach transfers outside a Canadian conference hotel

Departure day at a 600-delegate AGM — transfers scheduled against real flight times, not the itinerary submitted six weeks earlier.

Common Questions

Meetings & Events — Frequently Asked Questions

The questions Canadian event and marketing teams ask us most often, answered plainly.
MICE stands for Meetings, Incentives, Conferences and Exhibitions. It describes business travel where people travel to attend an organized event rather than to do individual work. The term covers everything from a twelve-person board offsite to a large trade exhibition, and travel suppliers often run separate group desks for it.
Attrition is the shortfall between the room nights you contracted and the room nights your delegates actually book. The clause sets how much of that shortfall is forgiven — commonly a 10 to 20 percent allowance, meaning 80 to 90 percent pickup — and what you owe below it. The percentage, the cut-off date and the measurement method are all negotiable before signing, which is where most avoidable event cost is won or lost.
Cost depends on destination, duration, group size and how much of the programme is inclusive. The controllable variables are qualifier count, the spread of air origin cities, and how early the destination is contracted. Worldgo prices incentive programmes per qualifier so the budget scales predictably with performance, and quotes air separately from land so you can see both.
For a conference with a hotel room block, starting twelve months or more ahead gives you more choice of dates, hotels and contract terms. Six months is workable for many events. Inside 90 days, you are often choosing from whatever space and terms remain. International incentive trips need the longer end of that range.
Worldgo has supported conferences of more than 500 attendees, and the service is scalable for small and mid-market programs and larger managed groups. Tell us your expected attendee count, origin cities and dates in the consultation, and we will explain how we would arrange the group flights, hotels and transfers.
Yes. Worldgo provides incentive travel and VIP services alongside meetings, conferences and events. That includes group flights, hotels, ground transfers and activities for reward trips, plus travel arrangements for executives and guests who need a higher level of service. For groups that are not travelling to a single event, see custom group travel.
No. Worldgo does not charge a separate agency fee for after-hours emergency support, routine changes or cancellations. Airline, hotel, rail, car and other supplier penalties, fare differences, rate changes, non-refundable amounts, taxes and third-party charges still apply. Other program fees may apply depending on your setup.

Get in Touch

Ready to Take the Travel Off Your Event Team's Plate?

Book a no-obligation consultation. Tell us the event, the dates and roughly how many people are travelling, and we will walk you through how Worldgo would arrange it.
  • Group flights and hotels negotiated for your attendees
  • Ground transfers and activities arranged by the same team
  • Itinerary-based traveller tracking and duty-of-care support
  • In-house emergency travel support 24/7, with no separate agency fee for after-hours calls (supplier charges still apply)
  • No contracts

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1.888.236.1566

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