How a Delayed Flight Almost Ruined Our Group Tour
..and the Simple Backup Plan That Saved the Experience
Narelle Melhuish - Holiday World Nobody wants their holiday to begin in chaos, but that’s exactly what happened when our Air Canada flight from Sydney to Vancouver was delayed. I was hosting a group of 28 travellers, and my job was to get everyone safely to Victoria in time to meet our Travelmarvel Tour Manager for the official start of our journey.
What was meant to be a calm arrival with time to settle in, explore the city, and relax before our welcome gathering suddenly felt uncertain. Instead of wandering leafy streets and easing into the trip, we faced the very real risk of being scattered across late-night or next-day flights, missing the crucial first evening together.
It was one of those moments where everything you’ve planned unravels — and you realise it’s time to step up and find another way.
This is the story of how a backup plan, a whole lot of hustle, and the spirit of 28 determined travellers turned a near disaster into a moment we’ll never forget.
When Perfect Plans Unravel: Flight Delays and Domino Effects
We were at the departure gate in Sydney, buzzing with excitement. Passports and boarding passes in hand, luggage stowed, and smiles all round. Every detail had been carefully planned so that everyone could arrive feeling refreshed, stroll Victoria’s leafy streets, and ease into the trip before our welcome event.
Making the best of our delay in Sydney
Then the airport screens changed: our flight was delayed! The knock-on effects were unclear, but delays have a way of stacking and I could already feel my heart sink.
We landed in Vancouver well behind schedule, and that’s when the real impact hit. Air Canada had automatically rebooked our domestic flights to Victoria, but we were now spread across a jumble of later connections. Most of us wouldn’t land until close to midnight. A few weren’t scheduled to arrive until the following day.
I watched as our group’s excitement turned to uncertainty. Splitting everyone up and losing that first evening together wasn’t just inconvenient. It risked weakening the very start of the experience.
That first night matters. It’s more than dinner and a room key. It’s the night the group comes together for the first time, and the energy of the trip begins to take shape. Especially for those travelling solo.
Letting that slip away didn’t sit right with me.
Me with Doug, ready to go.
Air Canada waiting for last minute repairs before take off.
Why “Just Wait for the Next Flight” Wasn’t an Option
The welcome gathering isn’t just a logistical checkpoint. It’s a moment of connection. It’s the time to break the ice, share a drink, ease any nerves, and begin building the bonds that make group travel so rewarding. Especially for those arriving on their own, missing it would have felt like missing the start of the story.
I was determined to get everyone to Victoria by 6 pm, just as we’d planned.
Pivoting Under Pressure: The Ferry Plan
With time ticking, I switched into problem-solving mode. The only option that gave us a shot was the ferry. It meant a mad dash: organising last-minute transfers, locating luggage in the mess of delays, and securing enough ferry tickets for the group.
The transfer was anything but smooth. We raced through airport terminals, dealt with shuttle hiccups to the ferry (including a van that broke down not once but three times), and somehow made it to the terminal with what felt like minutes to spare.
Hearts pounding, we boarded the ferry. A wave of relief swept over everyone. Despite all the obstacles, we were on our way to Victoria, together.
Throughout all of this, my team back at home and I stayed in close contact with Travelmarvel’s after-hours emergency team. As a travel advisor, I knew how important it was to keep our Tour Manager in the loop. I made sure everyone knew what had happened, why we hadn’t arrived as scheduled, and what our new estimated arrival time in Victoria would be. That communication helped smooth the transition when we finally made it and he was ready and waiting for us.
Onboard at Last: The Bonding Moments That Made It Worth It
There’s something powerful about getting through a challenge together. As the ferry pulled away from the dock, I watched the tension fade. Conversations started flowing, people swapped stories, shared snacks, and took photos of the coastline. A group that had barely met hours earlier was already forming connections.
We arrived in Victoria right on time. Tired, yes, but united. That evening’s welcome event wasn’t just another box ticked on the itinerary. It felt like a celebration. We’d made it, together. Several clients told me later that it became one of the highlights of the trip, not in spite of the drama but because of it.
FOR MORE ABOUT OUR SPECIAL TRIP TO CANADA & ALASKA
Collecting up everyone’s boarding passes so Air Canada could amend the flights and locate everyone’s luggage.
Making the most of our waiting time in Vancouver
So close but still so far when our shuttle from the airport broke down on the wrong side of the ferry boom gate.
The Luggage Challenge: Turning a Crisis into Care
Of course, no travel story is complete without a lost bag. Just when we thought everything and everyone was sorted, we realised one client’s suitcase was missing. And not just any bag — it held life-sustaining medication.
As the others settled in, I was back on the phone. I called Air Canada, local couriers, and anyone who could help. I kept the guest informed at every step. We even joked that we might need divine intervention.
Late that night, a miracle: the bag was found, tucked in the back of a delivery van and forgotten until I stirred up the courier team after hours. It was dropped off at our hotel before midnight and delivered to our client’s room. We both cried. Relief doesn’t begin to cover it.
Thanks to persistence, she woke up the next day ready to enjoy Victoria, instead of spending it in a pharmacy queue or buried in her travel insurance policy trying to lodge a claim to purchase clothes and other provisions.
Fortunately, photos of the luggage were taken prior to leaving Australia making identification easy …
… and we were all relieved to meet up with our Travelmarvel Tour Manager , Ben Direen and ready to start our Canadian Adventure together
Why Group Travel Is Worth Every Twist and Turn
Looking back, it’s moments like these that remind me why group travel is so special. There’s comfort in knowing you’re not alone, whether it’s a delayed flight, a lost bag, or a sudden change in plans. When you’re with a group and a leader who’s ready to roll up her sleeves, those hiccups turn into stories you’ll never forget.
As your trip host and an experienced travel advisor, my job goes far beyond booking flights and hotels. I’m your calm when things go wrong, your fixer when things go missing, and your guide through every unexpected turn ensuring that:-
The group stays connected and no one is left behind
Surprises are handled with calm, clear communication
Backup plans are ready to go so delays don’t derail your holiday
Safety, health, and hydration always come first
You’re free to enjoy the journey, not stress over logistics
I stay in close contact with my team back home, who are ready to help rearrange plans, chase down updates, and support us in real time
If you’re thinking of joining one of my upcoming journeys, just know this: I’ll be right there with you, helping turn hiccups into connection and setbacks into some of the best memories of the trip. Hopefully the flights go smoothly. But if not, we’ll find our way. Together.
Nothing feels more special than sharing breathtaking travel moments with old and new found friends. Travelmarvel Tour Manager, Ben Direen and our entire group on Reflection of the Rockies and Alaskan Cruise Tour.
FOR MORE ABOUT THE FABULOUS TRIP WE HAD IN
CANADA & ALASKA
A Few Calm-and-Collected Travel Tips
When Things Don’t Go to Plan
Even the best-planned journeys can hit a bump. Here are a few simple, thoughtful tips to help you stay one step ahead when the unexpected happens:
Always pack your medication in your carry-on. Checked luggage can be delayed or go missing, so any essential medications should stay with you at all times.
Keep a change of underwear and a fresh top in your hand luggage. If flights are delayed or bags are held up, this small comfort can make a big difference.
Take a photo of your luggage before checking it. If it gets lost, having a clear image to show the airline or courier can speed up the recovery process. The guest in our story had done this.
Stay hydrated. Travel delays are dehydrating, especially if you're rushing or stressed. Keep a reusable water bottle on hand and sip regularly.
Pace yourself through the challenges. Adrenaline and emotion can take over quickly during disruptions. Pause, breathe, and take one step at a time.
Keep a phone charger in your hand luggage. A flat battery is the last thing you want when you're relying on updates, directions, or group contacts.
Carry a light snack. Something simple like a protein bar or nuts can tide you over if meals are delayed or skipped in transit.
Make sure your mobile service works internationally. Have access to WhatsApp, Messenger, and mobile data so you can communicate easily. I needed all three while rearranging plans on the fly.
Reach out to your travel agent if you’re unsure. When things go off-script, especially for the first time, it’s easy to feel stuck. A quick call or message to your travel advisor can help you work out the next best step.
Keep calm, and carry on with care. Travel hiccups often lead to the best stories — and you’re never alone when you’re travelling with the right group.
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