Traveling for work can be exciting, educational, and great for your career and personal growth. As you prepare for an upcoming business trip, you may be wondering what kinds of things you’ll need to plan out in advance, and how you can coordinate this with company expenses and your day-to-day work.
We’ve compiled a list of important things to remember while coordinating your trip, and some helpful tips to make your travel experience as smooth as possible.
1. Travel Arrangements: First and foremost, you’ll want to schedule all major travel to your intended destination. Whether you need to book a flight, get a train ticket, schedule a charter bus, or book private transport, make sure you do it plenty of time in advance to secure a comfortable trip with little to no complications.
And don’t forget about transport to the airport or transfer station from your home. Rather than getting reimbursed for rideshare or a cab that shows up late, book a car service in advance, right through your company’s travel management system. Using Concur, TripActions, CWT, Amex, CTM, FCM, or another popular system? Request LUXY™ when booking for great quotes on any kind of corporate transfer.
2. Accommodation: Next, you’ll need to figure out where the best lodging option is, based on your location and reasons for travel. Will you be attending a conference at a hotel or resort? Check with your company to see if your ticket includes accommodations or if your entry provides you with a discounted room or suite.
Traveling for sales or customer meetups may mean that you are on your own deciding where you stay. Do your research for the safest and most accommodating option that will align with your travel plans. Will the room have a desk or space to work, or will there be a lounge fit for that available? Is there a printer available to guests? Can items shipped be picked up at the front desk or is there a shipping center for corporate travelers? All of these factor into how satisfactory your trip can be.
Need a ride to your accommodations from your flight? Book a corporate airport transfer as soon as you book so you aren’t waiting forever for a ride once your plane lands.
3. Schedule Events: Once all the major parts of your trip are booked (flights, rides, accommodations), it’s time to make an itinerary of your trip. Schedule out any appointments, meetings or other scheduled activities to get them on the calendar in advance– and don’t forget to factor in any time changes based on your destination’s time zone!
Attending a conference? Many will have the schedule available online months or weeks in advance so that you can take a look at them. Make sure to note if there are any split tracks and which ones you are most interested in, or if there are any keynotes you would like to attend and mark these down where you’ll remember. Knowing when and where you’re heading during a conference can ensure you get a seat at all the events you are most interested in.
4. Budget: Next, allocate the necessary budget for any travel expenses you’ll experience while you’re away. Consider airport expenses, ground transport, meals, tips and other extraneous charges before you round out your budget to a number you are comfortable with.
5. Communication: Always make sure that when you travel you’ll have a reliable means of communication with colleagues and clients while you travel. Whether that be bringing your work phone, making sure you’ll have wifi on your flight or in your hotel, or getting on the right cell service plan if you are traveling internationally, make a plan before you leave so that you aren’t scrambling in the moment.
Additionally, keep in communication with those around you about your trip. Let your colleagues or teammates know you are traveling if you are headed solo somewhere, and keep out-of-office messages on your email so that others know who to contact should you be unavailable.
6. Travel Documents: Check that all your travel documents are in order plenty of time in advance. Make sure your visa is all set or that your passport isn’t expired if you’re traveling internationally. For domestic travel check the form of identification you’ll need depending on the dates you’re traveling.
Many flights and trains have apps now that you can download your boarding pass around 24 hours before travel, but did you know that you can track your corporate transfer on an app too? Download the LUXY™ app is available on iOS and Android to book, make edits and track your ride all from your device.
Hotels will often have your records on file if you booked online, but make sure you have your confirmation details in your email before you embark on your trip. They will also need a form of ID and a credit card for incidentals when you check in, even if you are not the one being charged for the stay.
7. Work Essentials: Packing for a work trip is much different than for a leisure one. When it comes to corporate travel, you won’t want to forget any necessary work materials, such as laptops, business cards, or other relevant materials you may be presenting or showcasing. If you have lots of things you’ll need in advance, check with your hotel ahead of time to see if you can ship any items directly to them prior to your arrival.
8. Safety and Security: Be sure to consider safety and security measures when you travel for work, especially if you are traveling alone. Research the destination city well, and be aware of the safest transport methods should you need them.
It’s also important to insure your trip in the event of an emergency or cancellation. Travel insurance can easily be added to flights and often lodging too, but did you know you can add Trip Protection to your corporate transfer as well?
When added you’ll receive a full refund for your trip or reschedule your trip at no additional cost if your flight is delayed, diverted, or canceled.
9. Cultural Differences: It’s important to familiarize oneself with the cultural norms and customs of your destination city before traveling for work. Knowing what is polite (and what’s not!) as well as having tools to work around a possible language barrier can make the difference between feeling comfortable or out of touch and helpless. Be aware of what is expected of you in advance, so that your business travel goals can end in success.
10. Dress Code: Often the key to how to dress for a work event or work travel depends on a combination of factors. First, think of the destination and events to follow. Is it an upscale conference in a ballroom, or a golf trip at a country club? These will give you clues to what the general dress will look like, mixed with the culture of dress that your company currently follows. When in doubt, go for business casual during the day and business to semi-formal attire at night (depending on the event/location).
One last tip is that looking professional for flights and arriving at your hotel can often get you upgrades. If you’re dressed smart and look the part of a corporate professional, many places will treat you like one.
For your next corporate trip, prioritize professionalism and comfortability every step of the way. Don’t waste time using second-rate ride services, and instead ride with professionals. Check out LUXY™ for all the best quotes on corporate gound transport, and book right through your company’s dedicated travel management systems.
Are you a travel arranger or work with one? Check out The LUXY™ Concierge Dashboard, perfect for booking and managing many rides, all in one place. Access live ride tracking and a seamless receipt and payment system, and improve your company’s ESG impact in the meantime.