Helpful tips for navigating unpredictable winter travel

By UC Travel

Winter weather can create unpredictable travel conditions, from flight delays to limited ground transportation. A little preparation — and knowing what to expect while traveling — can go a long way in making your journey less stressful. The UC Travel team has compiled helpful winter travel tips to help you plan ahead and navigate disruptions. 

Plan ahead (pre-travel tips)

Book smart

• Fly early in the day and nonstop when possible. Delays tend to build as the day goes on. Nonstop flights also help minimize disruptions and may reduce CO2 emissions.
• Booking with a single airline avoids complications with connecting flights if delays or cancellations occur. Know your rights in case of disruptions.
• Be aware that airlines may issue weather waivers that allow changes without an additional fare — these policies are airline-specific.
• If you’ve recently changed your name, make sure to book your ticket using the name on the government-issued ID you’ll use for travel. If you book travel through ConnexUC, add your accurate DOB and the name on your government-issued ID to your profile.

Prepare digitally

• Download your airline’s mobile app and enable notifications for real-time updates. For international trips, ensure your passport details are added to your booking to streamline the process.
• Add your Known Traveler Number (TSA PreCheck/Global Entry) to your airline profile in advance.
• Save contacts (your travel agency, airline, hotel, and car rental) in your phone—and offline if possible.
• Scan or photograph your passport, driver’s license, and credit cards for easier replacement in case of loss.

Pack with disruptions in mind

• Keep essential items in your carry-on: medications, chargers, important documents, emergency contact information and a change of clothes.
• If possible, skip checking bags to save time and avoid potential lost luggage. For checked bags, take a photo to assist with claims if needed.
• Fully charge your devices and bring a portable charger, as outlets at crowded airports are scarce. Leave unnecessary electronics at home.

Set expectations

• Winter weather often leads to higher call and email volume across airlines and travel agencies.
• For non-urgent trips or travel more than 7 days out, travelers are encouraged to use the online booking tool when available.

Help travel days go more smoothly

At the airport

• Arrive earlier than normal, as security lines, gate changes, and de-icing delays are common during winter weather.
• Monitor your aircraft’s inbound flight status in the airline app—many delays originate earlier in the day.
• Board promptly when your zone is called, as overhead bin space fills quickly.
• Keep devices charged and conserve battery when possible.

Managing changes and delays

• Check airline apps first for flight status and schedule changes before calling.
• If an airline waiver is in place, your travel agency can assist with rebooking or alternate routing.
• Expect longer airline and agency hold times during major weather events. For urgent, same-day issues, calling is still the fastest option.
• If you are on hold, remaining in the queue is more effective than hanging up and calling back.

Patience and flexibility are essential during winter weather events — teams across airlines and travel agencies are working extended hours to support travelers. By planning and staying flexible, you can set yourself up for a better experience.

Note: To support UC’s ongoing sustainability efforts, please consider non-travel alternatives before confirming business travel-related airfare. Explore more resources from UC’s Central Travel Office.