In-person meetings are still a necessity for doing business. Traveling for a business trip can include negotiations, facility inspections, acquiring property, or purchasing merchandise. In addition, business travel includes staff meetings, trade shows, and product launches for many people.

Whatever the reason for your business trip, we have some valuable and convenient tips to help you stay organized and on top of your game while away from the office.

Accommodations

Of course, cost plays a significant factor; however, your comfort, convenience, and ability to stay organized lets you remain focused on your business trip.

Scheduling your accommodations well in advance ensures you get a hotel room close to your meeting, if not in the same building. When booking, request a room with a desk, away from the elevator, and with device charging capabilities. To stay active, look for a hotel with a gym or swimming pool.

TIP: double-check there is an iron and ironing board. If not, inquire about laundry service for clothes that don’t come out of your suitcase in good condition.

Transportation

Pre-planning your business travel should include transportation to and from the airport or train station. By having a car booked and waiting for you, you avoid taxi lines and even those characters who overcharge unknowing arrivals. Perhaps it is more convenient to rent a vehicle. So, book in advance for better vehicle selection and request one with interactive maps to help you navigate your destination city.

Additionally, remember you may need transportation during your stay. Verify if your hotel has shuttle services. Hotels often have shuttles between multiple hotels and the conference center for large conferences or tradeshows. 

Business Meetings

Business travel aims to accomplish a goal, such as attracting new business, completing a transaction, or capitalizing on lucrative opportunities. Attending pre-arranged meetings means you must have all relevant information and documents, along with a laptop and smartphone, to stay connected with your office.

As an organizer, you need to remember the following when planning your meeting away:

• Adequate conference, meeting, or trade show space.
• Customer service for event set up/take down, including microphones.
• Food and beverage service with food sensitivities options.
• Available technology requirements like projections and adaptors.
• Handouts, pens, paper, and giveaways (if applicable)

The more you can enlist other organizers onsite; the more manageable your business meeting will be. After all, as a professional, you don’t want to appear like you’re fumbling with tech or missing documents.

Finances

Some companies reimburse you for travel expenses, and others provide you with a company credit card. It only works if you bring it with you! You also need to know what expenses are acceptable with a budget, how much you should tip, and what you should cover yourself.

Additionally, remember the following expenses that add up: 

• Parking fees
• Tips
• Cabs or Transportation
• Meals
• Hotel Costs
• Entertainment
• Laundry Service
• Flight/Train Tickets
• Baggage Fees
• Travel Insurance

Time to Explore the Area

It never hurts to leave yourself enough time to check out local attractions and take in the sights, especially if you’ve never visited that area. Make a point of seeing one tourist attraction and one little-known “special spot” at the suggestion of your cab driver or concierge person.

Use a Reliable Travel Management Company

Don’t let traveling for a business trip steal your focus. Instead, trust the experts at CTI Business Travel in Orem, UT., for all your needs. They will handle all the arrangements, from the accommodation, airfare, and transportation, even ensuring you have everything you need for the duration of your business trip.

Take the hassle out of your travel arrangements with CTI! Get your travel management concierge services online or by calling 801-874-9056 now!