As of 13 August 2026, AI can only partly book travel and accommodation for a conference.

What to actually do

1. Use a tool built for this

   The route this page recommends

2. Do it yourself

   Second choice

   A chat interface, chat-fluent skill, and roughly 30 minutes until you can act on the result.

   How to actually do it

   1. Open the conference invitation or website and record the venue, conference dates, required arrival time and finishing time.
   2. Open your employer's travel policy and gather the permitted booking channel, spending limits, class rules and approval requirements.
   3. Gather the departure and return locations, traveller names as shown on identification, loyalty preferences, accessibility requirements and any visa or passport constraints.
   4. Paste the gathered information and the policy into the prompt, then ask the chatbot to search current options only if it has reliable live browsing.
   5. Open each proposed airline, rail operator and hotel result yourself and compare the dates, times, location, total price, baggage or breakfast terms and cancellation conditions.
   6. Send the selected itinerary to the required manager or booking system for approval, then complete the booking through the official provider or approved corporate channel.
   7. Compare the confirmation emails with the approved itinerary, checking every traveller name, date, time, destination, room night and cancellation deadline before filing the confirmations.

   Prompt

   Help me arrange travel and accommodation for a work conference in the UK or overseas.
   
   Conference:
   - Name: [conference name]
   - Venue and city: [venue and city]
   - Conference dates and required arrival time: [dates and times]
   
   Traveller:
   - Departure city or station: [departure location]
   - Return date and latest acceptable arrival time: [return requirements]
   - Number of travellers: [number]
   - Passenger details available for booking: [yes or no]
   
   Company requirements:
   - Travel policy: [paste the relevant policy]
   - Maximum permitted nightly hotel rate: [amount or not specified]
   - Preferred booking channel or corporate account: [details or not specified]
   - Rail, flight and hotel preferences: [preferences]
   - Accessibility, dietary or other practical requirements: [requirements]
   
   Search current options if you have reliable live browsing. If you cannot verify live availability and prices, say so clearly and do not present estimates as current facts. Find options that meet the conference timing and company policy. Separate travel from accommodation, show the provider, times, total price and cancellation or change conditions, and flag anything that needs my decision. Do not book, pay or submit personal or passport details. First give me a short list of the best compliant options, then provide a booking checklist and identify exactly what I must confirm before completing the booking myself.

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.

3. Hand it to a person

   The distant third

   A person who owns the outcome does this end to end, worth it when the failure is dear.