Planning a business trip can often be a somewhat tedious task, as there are many variables that need to be taken care of, from the utmost important ones to the more minor, prior to departure. Making sure that the priorities are taken care of when you’re ready to step on that plane will provide you greater peace-of-mind as you head out, always the best way to start any trip.
Make bookings and reservations early
Say, for example, you just received a memorandum about your next business meeting, which will take place next month in London, England. The best time to look into flights, lodging accommodations, and perhaps car rental (if needed) is today. The farther out from the trip date, the better chance for finding the best rates on airline flights, times, routes, and seating assignments. Likewise, you’ll find more accommodation options in London, and the London-area in this case, if you book them now. High-quality and comfortable St. George Hotels rooms can go fast, so book them now and be on the safe side.
You can always change bookings and reservations later if the need arises. Just get yourself locked-in now to avoid this worry later. Many a traveler has been “burned” by waiting and waiting for better deals or bargains to possibly come up as the trip gets closer and closer.
Download a travel planning app
Life can be hectic enough without worrying about forgetting something related to an important business trip. There are many popular travel planning apps widely used that help organize itineraries, boarding passes, reservation IDs, and other relevant information, all in one very convenient and safe place. Look for ones that give you the availability to integrate with major corporate booking and expense systems.
Pay for things with a credit card
When paying for expenses related to this business trip, pay by credit card. When paying for your flight (quite possibly the biggest expense incurred on this trip), paying by credit card can provide you with more purchasing power, travel insurance, warranties (if applicable), and other offers or promotions specific to what the card or airline may be offering. And this can be a great way to rack up some miles to put towards that next free flight.
Know your company’s travel policies- and get lots of receipts
Be sure to find out if there are specific spending allowances or limitations on all the expenses you expect to incur. If there isn’t a real clear-cut policy on business expenditures, play it safe while on the trip and get receipts for everything related to expenses incurred during this trip. These can include but are not limited to, flights, lodging, ground transportation, entertainment expenses, and others. If you find out later that a specific expense or two may not be reimbursable, so be it. At least you had that hard-copy receipt to provide for reimbursement. It may be very difficult if not impossible to get receipts for various expenses “after the fact”.
Make sure your carry-on bags are “flight friendly”
If you wonder if your carry-on bags you want to carry on the plane will fit in the overhead compartment, check its size against the size of the overhead compartment. Specific airlines should provide these dimensions on their websites.
If you wonder if certain items you want to bring are either legal or prohibited, check the Transportation Security Administration (TSA) website for updates on prohibited items and packing suggestions.
Back up all relevant travel information
As many travelers rely very heavily on digital devices for storing travel information, there could be considerable problems if you lose reception or connections when you need them the most. Back up everything you deem relevant and important on your laptop or a USB flash drive. It’s quick, easy, and can also be reassuring, again negating or at least lessening one of the trip’s potential worries.
FIgure on slow security screening, so make sure you arrive early
Figure on long, slow lines at TSA checkpoints, especially at bigger airports. Allow yourself even a little more time than you usually would get in line as soon as you get to the airport, and make your way on board as soon as you can.
Taking these steps can help to get you on your way to a most productive, enjoyable, and memorable trip experience.
