Who This Article Is For
Artists who have been selected for a mural project and need to arrange travel and accommodations.
Travel & Accommodation Support Overview
WXLLSPACE handles all travel logistics for our artists as part of our comprehensive project management services. We believe artists should focus on their creative work, not travel planning complexities.
What We Coordinate
As part of our logistics support, we handle:
Flights & Transportation: All travel arrangements are made through Navan, our travel management platform, which allows artists to book within pre-set budget limits
Accommodations: We secure lodging through Navan or Vrbo (preferred over Airbnb due to better refund policies)
Per Diem: Depending on the project, a daily stipend for meals and incidentals may be provided
Ground Transport: If necessary, rental cars, rideshares, or local transport arrangements are covered
The Booking Process
Once you've been selected for a project and the timeline is confirmed, our travel coordination process begins:
Travel Window Determination: We establish the required travel dates based on the project schedule (typically a few days before your arrival through a few days after completion)
Budget Allocation: A travel budget is assigned based on project location and duration
Navan Invitation: You'll receive an email invitation to access our guest travel platform
Booking Completion: You'll book your preferred options within the approved parameters
Confirmation: After booking, you'll receive confirmation details for your records
How to Book Your Travel with Navan
Step 1: Access the Guest Travel Platform
Check your email for an invitation to the travel platform from WXLLSPACE
Click the link in the email to access your booking portal
Create a password if prompted (for first-time users)
Step 2: Review Your Booking Details
You'll see a pre-set travel window that includes the start and end dates of your trip
Confirm these dates align with your project schedule
If you notice any discrepancies, contact your project coordinator immediately
Step 3: Begin Booking Your Flight
When booking a flight:
Enter your departure and arrival cities
Select preferred departure and return times
Specify any airline preferences if applicable
Browse all available flight options
Step 4: ⭐ IMPORTANT — Select a FULLY REFUNDABLE Flight
This is critical. When you see flight options, always select one marked "Fully Refundable" or "Refundable".
Why? Projects sometimes get delayed or dates shift. If you book a non-refundable flight and the project dates change, you'll lose that money. We don't want you out of pocket due to schedule changes we can't control.
What to check:
✅ Look for flights with a green checkmark or "Refundable" label
✅ Check the Cancellation Policy — it should say "Free cancellation" or "Fully refundable"
✅ Check the Change Policy — it should allow you to reschedule flights at no charge
❌ Avoid any flight labeled "Non-Refundable" — even if it's cheaper
Example: If you see two similar flights at the same price, always choose the one that says "Fully Refundable" instead of "Non-Refundable."
Step 5: Book Hotel Accommodations
When booking a hotel:
Search for accommodations within proximity to the project location
Filter by amenities as needed (kitchenette, workspace, WiFi, etc.)
Review cancellation policies (similar to flights — look for flexibility)
Step 6: Set Guest Allowances (If Applicable)
In your booking settings, you may have the option to book for one additional person
If you are authorized to do so, select this option
Otherwise, proceed with booking for yourself only
Step 7: Select the Appropriate Travel Policy
You may see an option to select a "Travel Policy"
If prompted, select "Custom" to match WXLLSPACE's guidelines
Step 8: Review Your Budget Cap
You have been allocated a budget for this trip
Typically, the budget for travel is up to $1,000, depending on project requirements
Ensure your selected flights or accommodations stay within this budget
If necessary options exceed the budget, contact your project coordinator before proceeding
Step 9: Confirm Payment Method
WXLLSPACE has pre-set the payment method to the company card for your convenience
If prompted to confirm the payment method, select the company card option provided in the portal
Do not enter your personal payment information
Step 10: Finalize and Send Your Booking
Once you've reviewed all details, submit your booking request
This will finalize your itinerary within the approved travel window
You will receive a confirmation email with your booking details shortly after
Keep this confirmation for your records
Accommodation Preferences
Vrbo vs. Airbnb
WXLLSPACE typically books accommodations through Navan's hotel options or Vrbo. We prefer Vrbo over Airbnb due to:
More flexible cancellation policies
Better reliability for project-based stays
More consistent refund processes if schedule changes occur
Location Considerations
We prioritize accommodations that are:
Within 15 minutes of the project site when possible
In safe, convenient neighborhoods
Close to necessary amenities (grocery stores, restaurants, etc.)
Accessible via public transportation if no rental car is provided
Per Diem & Incidentals
For eligible projects, WXLLSPACE provides a per diem allowance:
Typical per diem ranges from $30–50 per day depending on the location
Per diem covers meals and minor incidental expenses
Payment is processed at the beginning of the project
No receipts are required for per diem expenditures
Ground Transportation
Rental Cars
If your project requires a rental car:
This will be booked through the same Navan platform
Insurance will be automatically included
Fuel expenses are reimbursable with receipts
Public Transportation & Rideshares
For projects without rental cars:
Local transit passes may be provided
Rideshare allowances may be established
Reimbursement for necessary transportation requires receipts
Important Policies
Schedule Changes
All flights must be purchased as FULLY REFUNDABLE. If project dates change, WXLLSPACE will cover any rebooking fees
If your project timeline shifts, notify your project coordinator immediately — don't make changes on your own
WXLLSPACE assumes responsibility for rebooking costs
Budget Overages
Any travel or accommodation expenses exceeding the pre-approved budget may not be reimbursed
If you can't find suitable options within budget, contact your project coordinator before booking
Travel Companions
If you wish to bring a companion, this must be approved in advance
Companion expenses are typically the artist's responsibility
Room accommodations may be upgraded to double occupancy if approved
Troubleshooting Common Issues
Access Problems
If you can't access the Navan platform:
Check that you're using the exact email address provided to WXLLSPACE
Check your spam/junk folder for the invitation email
Request a new invitation link if needed
Booking Errors
If you encounter errors while booking:
Take a screenshot of the error
Note the time and date
Contact your project coordinator for assistance
Emergency Travel Issues
For urgent travel problems during your trip:
During business hours: Contact your project coordinator
After hours: Use the emergency contact number provided in your travel confirmation
Quick Checklist Before You Book
☐ Email invitation received and accessed
☐ Travel dates match your project schedule
☐ Flight is marked as FULLY REFUNDABLE ⭐
☐ Cancellation policy allows free cancellation
☐ Change policy allows free rescheduling
☐ Total cost is within your approved budget
☐ Payment method is set to company card (not personal)
☐ You've reviewed all booking details
☐ Confirmation email received and saved
Questions?
If anything is unclear or you run into issues, reach out to your project coordinator. We're here to make this as smooth as possible.
Book with Navan. Navan is our official travel system and ensures all bookings are tracked, budgets are managed, and everything is properly documented.