If you’re planning events this year, it’s time to think beyond the venue. Event travel isn’t just a logistics box to check—it’s part of the attendee experience. With new regulations in place, shifting expectations, and post-pandemic travel habits still evolving, how people get to your event might matter just as much as what happens once they arrive.
This year’s landscape calls for a more thoughtful approach. Here are the essential event travel tips for 2025—and how organizers can lead with clarity, care, and a little extra foresight.
REAL ID Is Here—and Not Everyone Is Ready
As of May 7, 2025, the U.S. Department of Homeland Security now requires REAL ID-compliant identification for domestic air travel. That means U.S.-based attendees flying to your event need either a REAL ID driver’s license (with the star symbol) or an alternative like a passport.
Yet according to the TSA, as of late 2024, only 52% of Americans had a REAL ID—leaving millions at risk of being turned away at the gate.
What to Do:
Start with empathy, not alarm bells. Attendees aren’t ignoring requirements—they just may not know this one took effect. We recommend including a “Before You Fly” section in your event FAQs and reminder emails. One association client even embedded a self-check quiz (“Does your ID have the star?”) into their registration confirmation. Turns out, it was one of the most clicked links.
[Source: TSA.gov, 2024]
Travel Confidence Isn’t What It Used to Be
From delayed flights to unfamiliar airports, attendees are still adjusting to business travel. The seasoned road warrior is now double-checking layover windows. The first-time traveler might not know what TSA PreCheck is, let alone how to use it.
A planner recently told us their keynote speaker missed their flight because they didn’t realize “boarding starts at 6:10” didn’t mean “arrive at the airport by 6:10.” Rookie mistake? Sure. But one that happens more than you’d think.
What to Do:
In your pre-event toolkit, include gentle travel tips written in plain language. For high-touch roles—speakers, sponsors, production teams—strongly recommend arrivals at least one day early. It’s not a luxury; it’s risk mitigation.
International Guests? Start the Clock Early
Visa delays, passport renewals, and varying health entry protocols still trip up even the most seasoned international attendees. One executive from Brazil spent six weeks waiting for his updated passport in early 2025—a reminder that even routine documents are subject to bottlenecks.
What to Do:
Offer invitation letters early, and make international travel support part of your attendee experience. Consider designating a liaison for global guests, and don’t assume everyone is familiar with U.S. customs or local transportation. A warm welcome often starts with a well-timed checklist.
Sustainability and Travel: A Balancing Act
Sustainability isn’t a footnote anymore—it’s a deciding factor. According to a 2024 survey, 83% of global travelers believe sustainable travel is essential, reflecting a growing shift in environmental awareness among travelers. That includes proximity to venues, airport transfers, and hotel environmental practices.
What to Do:
Promote walkability and ground transportation options. If you’re offering a shuttle service, note whether it’s hybrid or electric. And if your venue or hotel partners have sustainability certifications, don’t hide them in the fine print—highlight them early and often.
[Source: Statista, 2024]
Help Your Attendees Travel Smarter
Travel isn’t just getting from point A to point B anymore—it’s apps, alerts, and airport maps. Organizers who embrace this are creating smoother, more human experiences.
One client told us their event app’s most-used feature wasn’t the agenda—it was the real-time airport shuttle tracker. Another added live TSA wait times to their mobile platform and saw a spike in usage the morning of the conference.
What to Do:
Equip your attendees with the tools to move confidently. Recommend travel apps in your confirmation emails (TripIt, Mobile Passport, airline apps). If you have your own event app, consider integrating local travel info, real-time transit updates, and arrival tips.
Bottom Line
The moments before your event officially begins—airport lines, ID checks, shuttle confusion—set the tone for everything that follows. When you help attendees navigate travel with clarity and ease, you’re not just removing friction—you’re earning trust.
Need support building a better arrival experience?
Etherio helps event organizers weave attendee care into every phase of the journey. From pre-travel communication to on-site logistics, we’ll help you turn travel challenges into your first moment of impact. Let’s talk.
