Yesterday, I was supposed to be en route to Las Vegas for a fun three-day corporate retreat. I had the whole thing planned out—hotels booked, dinner reservations made, show tickets secured, even a poolside cabana reserved for our group of six co-workers. I wasn’t even the official organizer, just lucky enough to be a guest/host for the event. My suitcase was packed with carefully selected outfits (thanks, Nuuly!), and I was ready for everything from daytime pool hangs to fancy dinners.
My husband and I headed to the airport, which is about an hour away, after double-checking that our flight was still listed as “on time.” All was well… until it wasn’t.
Just five minutes from the airport, I was scrolling through Facebook from the passenger seat and spotted a post from our local airport mentioning weather concerns. Odd, since it was just a bit foggy outside. I refreshed the airline app. Boom—our flight had gone from “on time” to “canceled.”
Cue the internal “Shoot!” (Okay, maybe it was a stronger word.) But since we were already basically at the terminal, we figured it would be faster to talk to someone in person than to spend an hour on hold.
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When You’re at the Airport and Everything Goes Sideways
We fly out of a small airport with just one terminal and a handful of gates. Luckily, we had First Class tickets, so we hopped into the priority line. But because all morning flights had been canceled, the airport was packed with people in the exact same boat.
While we waited, we put a game plan together. Worst-case scenario: cancel the whole trip. We reached out to our co-workers flying in from other cities. Two said they’d cancel if we did, and two decided they’d still go and turn it into a personal getaway.
Meanwhile, the airline had automatically rebooked us for a flight the next afternoon, in economy, arriving late in the evening. That meant we’d miss over half the retreat. Other travelers around us were already on their second rebooking attempt. Traveling from a small airport often means that one cancellation can cause a domino effect of delays for days.
We agreed: if we couldn’t get to Vegas until the next night, we’d cancel the trip.
When we finally got to the counter, the agent confirmed that was the soonest we could fly out. No other airlines had open seats either. Technically, we could have driven 2.5 hours to a larger airport, but they were under the same weather system. So, we stuck to the plan and accepted a refund.
But That Was Just the Beginning...
Canceling the flights was only part one. I now had to unravel the entire itinerary: hotel rooms, dinner reservations, the cabana, ground transportation, and more. Thankfully, I had a neatly organized itinerary with all the confirmation numbers and contact info.
First up, the hotel. I had booked it through my travel agency, so the front desk redirected me to their third-party reservations department. That team asked me to email the cancellation request—ugh, not ideal, but I did it right away. Since we were within the cancellation penalty window, I expected to lose a night’s deposit… but the Bellagio came through and waived the penalty. Win!
Then it was on to cancel the rest: dinner reservations (one charged us a cancellation fee), show tickets (non-refundable), and the cabana (refunded, thankfully). Overall, we were happy with the results—especially since we had made peace with the idea that we might lose more.
So, What Should You Do If Your Flight Gets Canceled?
Here’s a quick guide to help you handle it with minimal stress:
1. Breathe.
Seriously, take a moment. Cancellations are outside of your control, but how you react is in your hands. Staying calm will help you think clearly and be kinder to the ticketing agents—who, by the way, are dealing with a lot of frazzled travelers. Play a game on your phone, take a walk, or do whatever helps you reset.
2. Map Out Your Worst-Case Scenario.
Is the trip still worth it if you’re delayed a full day? Can you get your deposits back? Do you have travel insurance? Can you extend the trip instead of shortening it?
3. Explore Your Options.
Check your airline’s app or website—sometimes you’ll be automatically rebooked. Speak to an agent and ask about other flights or possibly flying with a different airline. (They’re not required to switch you, but it never hurts to ask.)
4. Notify Key Contacts.
If you’re arriving late, call the hotel directly to avoid being marked as a “no-show.” Some hotels cancel reservations after midnight. If they have a mobile check-in option, use it—you may even get a digital key and skip the front desk entirely.
5. Find a Hotel If Needed.
Stranded for the night? Book a hotel ASAP—airport hotels fill fast during travel disruptions. Look for properties with shuttles or ones connected to the terminal, especially if you don’t have a car.
6. Save Everything.
Receipts, cancellation confirmations, and expense records could be useful for travel insurance claims or reimbursement from your credit card company. If your flight is delayed by 3+ hours (domestic) or 6+ hours (international), U.S. law requires the airline to offer a refund if you decide not to rebook.
How to Prepare for Next Time
Buy travel insurance. It won’t help at the moment, but the peace of mind is priceless.
Book the first flight of the day. Early flights are less prone to delays.
Arrive a day or two early for big events. Heading to a cruise or sporting event? Give yourself a buffer.
Keep an eye on the weather. If a storm is coming, consider changing your flight proactively. Airlines often waive change fees for weather events.
Once, I was working in NYC and a major snowstorm was approaching. I changed my flight early (no extra charge!), extended my hotel stay, and avoided the chaos altogether.
Flight cancellations are frustrating, but they don’t have to ruin your trip—or your mood. With a calm head, a little flexibility, and a plan in place, you can handle whatever the travel gods throw your way.
Want help planning your next trip with a little more buffer built in (and someone to call if things go sideways)? I’d love to help. Contact Me!
