What should marine procurement teams look for in a TMC?

28 October 2026
What should marine procurement teams look for in a TMC?

Marine travel rarely follows a fixed timetable. Weather, port changes, operational demands and geopolitical events can all affect when and where crew need to travel. A missed connection or a late itinerary change can have consequences well beyond the journey itself. 

That’s why choosing a travel management company (TMC) for a marine business involves more than comparing rates. Procurement teams need a partner that understands crew travel, can respond when plans change and gives the business the support and information it needs to manage travel effectively. 

Here are the key things to look for when assessing a marine travel management company. 

Experience with crew changes and complex itineraries

Crew travel often involves multiple travellers, joining and leaving vessels at different ports, and coordinating flights with operational schedules. Ask a prospective TMC how it manages on-signing and off-signing crew, tight connections, remote destinations and changes to travel plans. 

Look for a partner that will take time to understand your processes and the needs of your crew planners, ship managers and HR teams. Relevant sector experience can help a TMC anticipate practical details and coordinate the different parts of a journey. 

Support when plans change

Marine operations run across time zones, so travel support needs to be available beyond standard office hours. Ask how the TMC handles cancellations, missed connections, port closures, illness and weather-related disruption. 

Find out who your employees and travel bookers can contact, how requests are prioritised, and what happens when an itinerary needs to be changed urgently. A named point of contact, supported by round-the-clock assistance, can make it easier to resolve issues quickly. 

Flexibility with fares and bookings

The cheapest ticket at the point of purchase may not be the most cost-effective option if a crew change moves or a vessel’s schedule shifts. Ask what fare options are available for eligible crew, including whether tickets can be changed or refunded, and what restrictions or costs apply. 

Your TMC should help you weigh fare conditions against operational needs, so procurement decisions account for the potential cost of changes as well as the initial ticket price. 

Duty of care and traveller visibility

Crew safety should be central to your travel programme. Ask how the TMC supports people before and during a trip, including what assistance is available if disruption or a developing situation affects their journey. 

You should also understand what traveller information and reporting are available to your team, and how these fit with your organisation’s own duty-of-care processes. Agreeing responsibilities and escalation routes in advance helps everyone know what to do when plans change. 

Clear reporting and cost control

A strong TMC should help procurement teams understand how travel is being booked and where costs are going. Ask about reporting on spend, bookings, unused tickets and policy compliance, as well as the options for invoicing and management information. 

Useful reporting can help you identify recurring travel patterns and make informed decisions about policies, suppliers and budgets. It can also give your team a clearer view of the relationship between travel choices and operational requirements. 

Technology that supports people

Booking tools and mobile access can make routine travel easier to manage, but marine travel may also call for individual support when plans become complex. Ask how online tools, traveller updates and personal assistance work together. 

The right setup should make it easier to access itinerary information and communicate changes, while giving travel arrangers a way to reach someone who understands the account when they need help.

A service tailored to your operation

Marine businesses differ in their routes, crew schedules, approval processes and travel policies. Your TMC should be willing to understand how your operation works and shape its service around your requirements. 

During a procurement process, ask how onboarding works, how service performance is reviewed, and how the TMC will respond as your travel needs evolve. Clear expectations help both sides build a useful working relationship. 

Questions to ask when evaluating a TMC

Use these questions as a starting point for your procurement review: 

  • What experience do you have arranging travel for marine and shipping businesses? 

  • How do you coordinate crew changes across ports and time zones? 

  • What support is available outside normal business hours? 

  • How do you respond to cancellations, weather disruption or urgent schedule changes? 

  • What flexible fare options are available to eligible crew? 

  • What traveller information and reporting can you provide? 

  • How will you support our travel policy, approval process and reporting needs? 

  • Who will manage our account, and how will we review service performance? 

Choose a TMC that understands marine travel

The right travel management company should help procurement teams balance cost, flexibility, traveller support and operational demands. For marine businesses, that means looking beyond booking capability to understand how the TMC handles crew changes, disruption and the realities of travel across ports and time zones. 

Travel Counsellors for Business supports marine and shipping organisations with crew travel, access to marine airfares for eligible crew, 24/7 assistance and a dedicated Travel Counsellor. Find out how we support marine travel or get in touch to discuss your requirements. 


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