The Gathering

About company

Founded in 2016, The Gathering is a Riyadh-based creative-led event and entertainment company, covering event design and production, management and onsite logistics across industries from culture and art to sport and technology. Delivering events at this scale means coordinating teams on-site at multiple venues — making organised, visible travel essential.

Before Tumodo: When every trip ran through email and phone

Manual coordination, end to end

Before switching to Tumodo, The Gathering managed all business travel by hand. Employees sent in their travel requirements, and the team searched for flights and hotels, compared options, routed requests for management approval and completed bookings through travel agencies or online travel sites.

• Email- and call-heavy process. Coordinating a single trip meant a chain of emails and phone calls between travellers, the booking team and approvers.

• Agencies only. The team relied entirely on traditional travel agencies, with no central system tying the workflow together.

Limited visibility over cost, approval and status

With everything handled manually, it was difficult to keep a clear view of what was being spent, what had been approved and where each booking stood.

No single source of truth. Travel costs, approvals and booking status lived across inboxes and call logs rather than in one place.

Time spent at every stage

Booking took a few hours per trip, approvals ran one to two days. Reporting and closure added another one to two hours of administrative work per trip.

The trigger for change

As business travel increased, the manual approach became too time-consuming to manage well. The team decided to fix it — to save time, gain better visibility and streamline travel management overall. The Gathering learned about Tumodo through its procurement department and chose the platform for its efficiency and ease of use. 

With Tumodo: One platform, full visibility 

Centralised booking in one place

Tumodo brought booking, approvals and trip management into a single platform. The team no longer pieces a trip together across agencies and inboxes — they book faster and keep every arrangement in one workflow.

• Faster bookings. What used to be a multi-hour, multi-party exercise is now handled directly on the platform.

• Less administrative effort. Centralising the process removed much of the back-and-forth that the old method required.

Visibility from request to closure

The biggest shift was clarity. With travel arrangements tracked in one place, the team can see status, approvals and spend without digging through email threads.

• Clear oversight. Travel visibility makes it easy to track arrangements and stay on top of every trip.

• Simpler coordination. A single workflow replaced the scattered emails and calls, improving the experience for both employees and administrators.

Support that responds when it matters

Setup and rollout were smooth, and the support experience stood out. The team rated support 5/5 and called out the responsiveness of their account contact, Mr. Mohammed Al-Fadhli, who was consistently supportive throughout onboarding and beyond.

• Responsive and professional. Help arrives quickly whenever it's needed.

• A real partner. Hands-on support made the transition straightforward rather than disruptive.

The result: Travel management that keeps pace with the business 

Since adopting Tumodo, The Gathering has turned a manual, time-consuming process into an organised, efficient one.

• Faster, centralised booking. Trips are booked more quickly, with every arrangement managed in one place instead of across agencies and inboxes.

• Full travel visibility. The team can track arrangements, approvals and spend without chasing information through email.

• Simplified coordination. A single workflow reduced administrative effort and gave employees and administrators a better overall experience.

• Someone to rely on. A responsive, professional team — and a dedicated manager — made the rollout smooth and day-to-day reliable.

“Tumodo has made our business travel management much more efficient and organised. The platform is easy to use, the support team is excellent and the overall experience has been smooth and reliable. We especially appreciate the outstanding support provided by Mr. Mohammed Al-Fadhli.”

— Asma Alramada, Administrator at The Gathering