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12 key steps when planning a business trip.
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For the business professional who has been in their field for some time, business trips have most likely become a common occurrence. If you're new to the world of executives, however, a business trip may be both an exciting opportunity and a daunting task.
Sadly, while businesses pay for their executives or employees to go on business trips to expand the company's influence, they rarely teach them what to expect when they set out on that visit. To aid newcomers to the position prepare for both the expected and unexpected aspects of a business trip, 12 members of Forbes Coaches Council share some of the most crucial steps everyone should take when planning such a trip.
Members of Forbes Coaches Council discuss techniques they take to ensure the success of their business trips.
1. Stay Travel-Ready
Traveling used to be incredibly stressful for me and I've found the easiest way to handle this was by staying travel-ready. I have a speaking capsule wardrobe, so I never have to stress about anything fitting or coordinating. I keep duplicates of my makeup bag, toiletries and supplements. And I order healthy snacks and water to be delivered to my hotel room, so I'm fueled up for a busy day. - Racheal Cook , Racheal Cook MBA
2. Make Preparation Your Travel Buddy
Being overprepared can become a huge benefit. I like to research who will be there and the area and pack more than I need. One time, I showed up without my suit and I was the keynote speaker! It was quite embarrassing—luckily, I knew what stores were in the area and I was able to grab a backup just in time. Whether you're speaking or simply attending, go overprepared. - Miranda VonFricken , Miranda VonFricken Mastermind Coaching
3. Establish Membership Programs
If you've never been traveling for business before and expect to start, start exploring airline, hotel and rental car membership programs. Also, research a credit card that gives you extra points toward travel expenses. If you plan to do a lot of business traveling, these programs pay you back. Over time, these programs make traveling even easier with perks and upgrades. - John Knotts , Crosscutter Enterprises
4. Plan For Unexpected Delays
Planning for travel (essentials plus backup headphones, hefty power sources for recharging, etc.) is key for a smooth trip. Unexpected delays are often the greater challenge. Maximizing “work time” while on board will help reduce frustration and the time cost of traveling. Upgrade to premium economy or first class for easy in and out, the highest productivity and space to use your laptop and be in work mode. - Christy Geiger MCC, CPCC , Synergy Strategies Coaching & Training
5. Create A Clear System
Create a system that will help with all your trips. Have a packing list and check the weather for your destination so that you can prepare accordingly. Plan out your meals so that you can cater to any dietary needs you might have. Do you have access to a gym? Learn about the transportation systems and the availability of ride-sharing in that city. Will you be walking? Then you'll need comfy shoes! - Carolina Caro , Carolina Caro
6. Network Before You Get There
Many first-timers and even experienced business travelers leave the networking for when they attend the meeting or conference, but sometimes it is too late when they do. Why is that? Isn't the purpose of travel to meet, talk and network when you get there? Not if you want to get the most out of business travel. What could you do? Know people's bios, connect on LinkedIn and plan for a better meeting. - John M. O'Connor , Career Pro Inc.
7. Take Extra Care
If you're traveling for work, remember that you are the most important asset. If you get tired or sick, you cannot bring your A-game, which is why they hired you. Everything counts. As a speaker, I block off time to decompress, eat well, sleep well and limit my time with people before I travel. Because I want to bring high energy on stage, even as an extrovert, I'm mindful of how I spend my time. - Monica Kang , InnovatorsBox
8. Pack Light And Stay Productive
I was in my early 20s when I took my first business trip and I wish someone would have told me that packing light is key. Throughout the years I also learned to carry my work with me. From handling work calls to finishing up presentations at the airport, it’s all possible if you prepare all your tools ahead of time. There's plenty of time to be productive when you travel. Staying productive is key. - Adriana Rosales , Adriana & Company™ LLC
9. Don't Check A Bag
Because I’m a guest expert on TV and coach clients on TV shows, I spend more than 150 nights a year in Marriott hotels alone. The most important thing for any traveler is to not check a bag. Checking a bag causes you to wait at baggage claim, and often bags don’t show up. Get a great carry-on, fill it to the max and carry your bag on every time. Never check a bag. - Clint Arthur , Celebrity Entrepreneur
10. Consider Cultural Differences
Cultural difference doesn't always happen in different countries or continents. If you live in the Midwest, LA is a different country. The dress codes, after-hours interactions, salutes, handshakes, collaborations and even ways to present in a meeting can be different. Talk to a friend, co-worker or even the person you will meet about general rules and protocol. That can save you from making a bad first impression. - Susan Ibitz , HUMAN BEHAVIOR LAB
11. Back Up Your Laptop
Every time I travel for a business trip (or any time I travel with my laptop), I always make sure that my files (the entire Documents folder) are backed up to an external hard drive and that mission-critical files for that particular trip are backed up to the cloud and a thumb drive so that I've got access to them should my laptop die, get stolen, etc. - Annette Franz , CX Journey Inc.
12. Always Bring A Presenter's Kit
Take a speaker’s kit! A laptop, presentation remote (I use the Logitech Spotlight), cables and adapters for any TV, monitor or projector and your signature speech is an absolute must. Anytime you have a chance to share your personal or business story to any size audience could land you the deal or opportunity of a lifetime. My big wins from being prepared include TV, publishing and massive brand deals. - Mike Koenigs , MikeKoenigs.com
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Itineraries
Nail down the details and plan a perfect getaway with travel itinerary templates
Is travel in your future? Make sure to download a Microsoft itinerary template before you go. A template for itinerary is a great tool to keep track of your reservations, addresses, activities, and more. If you’re traveling for business, use a free itinerary template to organize your travel schedule and note flights and hotels. A business travel itinerary template can also include separate pages for meeting dates, times, and locations. When the travel is for pleasure, a vacation itinerary template puts all your travel plans at your fingertips. Family itinerary templates have space to list family member’s names and blood types, good information to have in case of an accident or emergency. You can also choose a trip planner in Excel with tabs for transportation, packing lists, and emergency contacts. No matter what the purpose of your travel, it’s a wise idea to download a travel itinerary template and personal data form to record your medical and financial information. Keep a copy and leave one with a friend or family member so that your information is safe and accessible. Explore the collection before your next trip.
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12 Travel Business Ideas
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If there is one thing most people can agree on, it’s that traveling is one of life’s great pleasures. Exploring new cultures, visiting the world’s great wonders, spending days following your instincts and trying exotic foods — there’s a lot to love about discovering new places.
If you want to take your love of travel to the next level and start a business to serve your like-minded wanderlusters, you should consider these fun and profitable travel business ideas.
What is a travel business?
There are two overarching types of travel businesses worth considering. First, you could think about starting a business that provides services or goods for travelers — running a hotel, for example. The second option is to start a business that you can run from anywhere in the world while you yourself travel. In many cases, this type of business revolves around travel, such as working as a travel writer and writing stories about your latest adventures.
What makes a travel business idea a good one?
A good travel business should combine two things: reliability and excitement. When you run a travel business, your clients need to be able to trust you. They need to feel confident that the tour group you run is legitimate and will show them the best sites. Or that the blog you run about the best inns on the east coast actually gives honest reviews.
At the same time, you need to offer services or create content that excites your customers. Introduce them to sights off the beaten path. Help them unwind and relax while on their vacation. Find a way to create trust amongst your customer base while offering them an experience they can’t find anywhere else.
12 travel business ideas for 2021
If you’re unsure of what type of travel business ideas could work for you, keep reading for some popular options. These ideas range widely and you should put your own creative spin on them. At the end of the day, think back to your passion for traveling. What services or products have made the most difference to you on past trips? What did you feel was missing? Can you find a way to make a living on the road while capitalizing on your skillset? Chances are, you have more ideas at the ready than you think.
1. Modernized bed and breakfast
B&Bs have been popular for decades — they outlive trends and are clearly here to stay. But why not step things up a notch and find a way to modernize the bed and breakfast experience a little bit? Make sure your rooms are outfitted with nice televisions so guests can enjoy a movie night in their cozy room. Offer unique culinary experiences. Decorate in a way that feels timeless but fresh at the same time. A bed and breakfast is a smaller operation than a hotel and is a great way to break into the hospitality business. If you need a little help funding your bed and breakfast, consider one of these financing options.
2. Off-the-beaten-path tour guide
Tour groups are a dime a dozen. But if you can offer a unique tour, you’ll be able to stand out from the competition. What do you love about your city? Maybe you can find the best coffee, chocolate, or salty treats at your local shops and restaurants. Organize a foodie tour of your town that highlights how your local delicacies are made. Of course, you’ll have to include tastes of all the local treats.
Or consider organizing a tour of some lesser-known sites. Surely there is a natural activity or historical site that tourists haven’t caught onto yet. If you can give your travelers a taste of local life or make them feel like they’ve uncovered something special, then your tour guide business will thrive. Maybe some locals will even join in on the fun.
3. Glamping
Here’s a fun fact for you: By 2025, experts estimate the glamping market in the United States alone is projected to reach a revenue of around $1 billion. It sounds like the great outdoors is getting a little fancier. What exactly is glamping? Glamorous camping.
Glamping combines nature with the comforts of home, and usually Champagne. That’s right, after a long day of hiking or river rafting, campers can return to decked-out campsites that offer spa treatments, wine and gourmet meals. The perfect combination of adventure and relaxation. If you can create a campsite that melds the best parts of nature with resort living, you’ll be in business.
4. Remote travel agent
Long gone are the days of travel agent offices. The truth is, thanks to the internet it’s easier than ever to plan a trip. Anyone with a computer can choose between hundreds of flights, hotels and restaurant reservations. The ease of access is great, but the time it takes to weed through those options might not be available to everyone. This is where a remote travel agent comes in.
You’ll work out of your own home which saves the customer costs on overhead expenses. For a more affordable price, remote travel agents can help busy travelers plan their next vacation from anywhere in the world. Help them book the best hotels, unique activities and provide them with all of their important travel bookings and documentation.
5. Travel consultant
Even though their job titles sound similar, a travel consultant is different than a travel agent. A travel consultant usually specializes in solving complex travel issues. For example, they may specialize in helping adoptive parents travel abroad to make the task of adopting a child from a foreign country run smoothly. Or they might assist businesses with complex assignments like learning how to cater to new cultures during business deals. Travel consultants generally focus less on tourism and more on helping iron out logistical issues.
6. Travel photographer
As a travel photographer, you’ll have plenty of options for making money off your passions for travel and photography. You can sell photos taken while traveling to newspapers, magazines and websites. Or you can sell your favorite shots in your own online shop. You could license your gorgeous photos of Paris or Peru to companies that create goods like calendars or art prints. Perhaps you want to help create stock photography for big companies like Getty Images. Point being, we live in a very visual world and there are plenty of options for starting a travel photography business.
7. Create a haunted attraction
Want a surefire way to make sure your hotel or guided tour drum up enough business? The solution is easy: Make it haunted. This may seem like a business better suited for Halloween time, but people are ready to get their scare on year-round. These haunted attractions do particularly well in historic locations like towns on the east coast where there are plenty of ghost stories to go around. Do some research and then let your imagination take care of the rest. You might want to load up on business insurance just in case your haunted attraction is too scary.
8. Teach cultural classes
It’s time to share your unique culture with the world. Offer fun classes for tourists that will make them feel like locals, whether that be a Creole cooking class or an art class that captures a local style of painting. Help tourists pick up a skill that they won’t learn anywhere else, like how to make an authentic cup of Turkish coffee or bake a truly Parisian croissant.
9. House or pet sitting
Sometimes a travel business does its best work when helping travelers look after what they left behind. House or pet sitting can be a great side hustle to take on if you’re looking for a little extra cash. Of course, you could always start a larger business like a kennel that takes care of beloved pets while their owners are jet-setting around the world. Some people are even willing to pay for plant hotels that keep their plants in tiptop shape until they return from vacation. Consider a travel business that will give your customers peace of mind while they are far from home.
10. Travel blogger
You’ve traveled the world and, boy, do you have some good stories to tell. So why don’t you then? By starting a travel blog, you can make money by sharing your experiences. You can offer up travel advice, share photos from your journey and review restaurants and hotels. Once your blog picks up some steam (aka gets a decent amount of pageviews and monthly visitors) you’ll be able to make money from ads hosted on your website, sign up for affiliate programs, or create sponsored content for brands. If this sounds like your ideal business, this guide can help you start a travel blog.
11. Ecotourism
Sustainability is all the rage right now and for good reason. It makes sense that those who value exploring the world want to keep it safe. Which is why ecotourism (also known as green tourism) is such a potentially profitable idea. Essentially, ecotourism allows travelers to learn about local culture and wildlife in a low-impact way.
Generally, these types of tours or services (like hotels) try to minimize the impact of traveling while giving tourists the education and tools to help positively impact the environment and community they visit. Many travelers are even willing to spend more on hotels if they are environmentally friendly. If you can find a way to show tourists a good time while helping them make a positive impact, you’re sure to have a popular business on your hands in no time.
12. Home rentals
Do you have a gorgeous pool house just waiting to be turned into an oasis for weary travelers? Consider starting a home rental business. You can list any rooms in your house that are available to rent out (or even your entire house if you’re headed out of town yourself) on home rental websites like Airbnb or HomeAway. If you live in a popular area where hotels are particularly pricey, then you may be able to fetch a pretty penny by allowing customers to rent rooms in your home.
The best part is, you get to set your price. You only have to rent to people who can meet your price and who you think would be a good tenant (Hint: They need as many good reviews as you do). This can be an ideal business for bringing in extra money to help fund your next vacation. Just make sure that your town, apartment complex, or homeowners association allows you to rent out your property and that you’re following proper regulations.
This article originally appeared on JustBusiness, a subsidiary of NerdWallet.
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How to Plan Your Business Travel
Last Updated: November 6, 2022 References Approved
This article was co-authored by Michael R. Lewis . Michael R. Lewis is a retired corporate executive, entrepreneur, and investment advisor in Texas. He has over 40 years of experience in business and finance, including as a Vice President for Blue Cross Blue Shield of Texas. He has a BBA in Industrial Management from the University of Texas at Austin. There are 10 references cited in this article, which can be found at the bottom of the page. wikiHow marks an article as reader-approved once it receives enough positive feedback. In this case, several readers have written to tell us that this article was helpful to them, earning it our reader-approved status. This article has been viewed 75,297 times.
Planning a work-related trip can be a stressful endeavor. On top of your usual travel concerns, you also have to keep your mind focused on the business aspect of your trip. Business travel doesn't have to be stressful, though. With a little planning and preparation, you can help ensure your trip runs as smoothly as possible so you can stay focused on your work.
Making Travel Arrangements
- If you're traveling internationally, you may need to secure a visa before you leave. You may also need certain vaccinations, including anti-malarial medication.
- If traveling to a city at an elevation above 4,900 feet (1,500 meters), you may be susceptible to elevation sickness. Try to give yourself a few days to acclimate before doing anything strenuous and start drinking two to three liters of water each day to stay hydrated.
- If you're traveling outside the country, find out if you can safely drink the tap water where you'll be. If not, you'll need to stick to bottled, purified water to stay healthy.
- Start with the date and time you're checking into and out of your hotel, then work your way through everything that you'll be doing while you're away on business.
- Don't forget to keep track of your flight's boarding and departure times so you know when you need to arrive at the airport.
- Highlight any work-related events on your schedule. That way your most important priorities won't get lost in the shuffle.
- When booking your flight, make sure that you use your sky miles account so that you can get points and rewards. You might even have enough sky miles already to cover the cost of your flight!
- When booking your hotel, see if you can use sky miles or get points towards a rewards program. You should also make note of your hotel's policies on check-in, checkout, parking, and number of people per room.
- If you need a rental car, make sure that all the roads you'll be driving will be safe with your rental car. Research if you need two-wheel drive or four-wheel drive. Look around with different rental car companies to see which has the best rate.
- Some credit cards also have rewards plans and perks for traveling. See if your credit card comes with any of these benefits.
Preparing for Your Trip
- Make sure that all your identification is valid and up-to-date well in advance, as it can take several weeks for new documents to be prepared.
- Give yourself at least an extra 15 to 20 minutes if you'll need to print out your ticket upon arrival at the airport.
- If you have a paper ticket, keep it someplace where you won't lose it. You may want to store it with your ID or passport to ensure that you don't misplace any of those documents.
- If you're using a digital ticket, make sure you'll have reception wherever you're flying out of for the return trip. If you can't pull it up on your phone, you'll likely need to print out a paper copy at the airport.
- Try to pack as light as possible. Bring enough dress clothes for the trip and one or two pairs of casual clothes for exploring the town.
- Confirm that your bag will fit in the overhead compartment or under your seat by checking the carry-on bag size restrictions with your chosen airline.
- Check the Transportation Security Administration (TSA) website for any updates on prohibited items and packing suggestions to ensure your security check is as quick as possible.
- Read up on the culture and customs of the people you'll be doing business with.
- Talk to other colleagues or friends who have traveled to the country you'll be doing business in. This can help you get a better sense of what's acceptable and what isn't.
- Be respectful at all times. Remember that you're representing your business and possibly your culture, so you'll need to be on your best behavior at all times.
- Keep a backup copy of all your important information on your laptop or a USB flash drive.
- If you really want to cover all your bases, you can also print out hard copies of any important paperwork and keep those papers in a file with your travel documents.
- If possible, give yourself a few days before you leave and start going to sleep and waking up at the times you will be waking/sleeping once you reach your destination.
- Being aware of the time difference has professional implications as well. You'll need to ensure that you don't miss any important meetings or deadlines on your trip.
Taking Precautions to Avoid Jet Lag
- Limit your caffeine and alcohol consumption, as both of these can leave you slightly dehydrated.
- Try to drink two to three liters of water each day, but remember that you'll need more water if you're very active or in a hot environment. [10] X Trustworthy Source Mayo Clinic Educational website from one of the world's leading hospitals Go to source
- Aim to arrive around dinner time, then plan to stay up until about 10:00 pm in local time.
- When you get to your destination, avoid heavy meals. Instead, choose healthy snacks or a light meal that won't weigh you down. [12] X Research source
- You will most likely be tired after traveling, so by getting in around dinner time and eating a light meal, you'll start to get sleepy in time for a regular night's rest.
- Limit your exposure to bright screens, like laptops and cellphones, for at least a half hour before bed. Bright lights can reset your circadian rhythm, making it harder to sleep. [13] X Research source
- Get as much sunlight as you can in the morning and early afternoon. This will help you remain wakeful and energetic during the day.
- Try to get some light to vigorous exercise each day, but be aware of when you work out. Some people find that exercising too close to bedtime affects their ability to sleep. [14] X Research source
- Bring earplugs and a sleep mask to help ensure that you get restful sleep each night, no matter what kinds of distractions present themselves at your hotel.
Expert Q&A
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- Consider shipping large presentation materials and other business items that may difficult to carry while traveling. Just make sure that you ship them with enough time to arrive at your destination. If you decide to ship to your hotel, make sure that you contact the hotel and let them know about your shipment. ⧼thumbs_response⧽ Helpful 2 Not Helpful 0
- Opt for refundable tickets when you arrange your business travel, if at all possible. That way you have the ability to change your plans in case work or personal obligations get in the way of your scheduled flight. ⧼thumbs_response⧽ Helpful 0 Not Helpful 0
You Might Also Like
- ↑ http://www.forbes.com/sites/jacquelynsmith/2012/08/27/your-basic-guide-to-business-travel-abroad/#1168ef394f50
- ↑ http://www.huffingtonpost.com/kenny-kline/how-smart-entrepreneurs-prepare-for-business-travel_b_8533712.html
- ↑ http://money.usnews.com/money/careers/slideshows/10-tips-for-efficient-business-travel
- ↑ https://www.entrepreneur.com/article/236246
- ↑ https://sleepfoundation.org/sleep-topics/jet-lag-and-sleep
- ↑ https://www.entrepreneur.com/article/269947
- ↑ http://www.mayoclinic.org/healthy-lifestyle/nutrition-and-healthy-eating/in-depth/water/art-20044256
- ↑ https://sleepfoundation.org/sleep-topics/jet-lag-and-sleep/page/0/1
- ↑ https://sleepfoundation.org/excessivesleepiness/sleep-tools-tips/healthy-sleep-tips/page/0/1
- ↑ https://sleepfoundation.org/excessivesleepiness/sleep-tools-tips/healthy-sleep-tips
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A Beginner’s Guide to Planning Business Travel Arrangements
Planning a business trip is no picnic.
There’s a lot to it. If you’re just getting started in a position that requires you to travel, then you may be trying to piece it all together in a way that makes sense.
Remember what they say:
Failing to plan is planning to fail.
This lack of a plan could lead to embarrassing, frustrating, or even disastrous instances. These results could cost your company money and, on a personal level, that promotion you’ve been hoping for.
But on the flip side of the coin …
Planning can open massive doors of opportunity, put you into a fantastic position to enjoy the trip, and help you make the most of your time out in the field.
In this post, you’re going to learn everything you need to know to start planning and executing business travel arrangements.
Let’s dive in and get started.
Table of Contents
1. Prepare An Essential Itinerary 2. Make Travel Arrangements 3. Book Your Accommodations 4. Create a Detailed Itinerary 5. Plan for Travel Expense Reimbursement 6. Get Your Travel Documents in Order 7. Make a List of What You’ll Need to Bring
Prepare an Essential Itinerary
The “essential itinerary” will be the first version of your itinerary and will only include the most critical travel info. For example, the dates, times, and locations of your meetings, the convention you plan to attend, etc.
You’ll need this information laid out and organized for making travel arrangements on airfare, car rentals, lodging, and more.
It helps to get these dates and times written down to give you a firm foundation and starting point for making the rest of your travel plans.
Make Travel Arrangements
The next step is to decide how you’ll be traveling .
As a general rule, there are seven steps to this process.
1. Review Your Company’s Travel Budget Policy
Understanding your company’s corporate travel policies for both national and international travel will help you determine the budgetary ground rules upon which you’ll build your business travel plans .
2. Find the Best Deals on Flights, Car Rentals, Accommodations, etc.
This step is all about research.
Spend some time looking into different options for airline tickets, hotel reservations, and ground transportation for your trip.
Use a service like Hotel Engine to find the best prices on accommodations.
Many airlines provide car rental options on their sites. Meaning you can get quotes and book your transportation at the same time as you buy your airline tickets.
See if you can save any money with travel points, frequent flyer miles, etc. Hotel Engine actually lets you double-dip with travel points and their own awesome rewards program.
Figure out what the entire trip will cost (roughly), and make a game plan for how you want to start booking your travel itinerary.
3. Look for Convenient Flight Times
Travel times are crucial, especially if you need to be in certain places at certain times (which is almost always the case when traveling for business). But you’ll also find that certain flight times are far more convenient than others.
For example, flying in the morning may require you to take off a few hours earlier. But you’ll tend to face fewer delays in the morning. Mid-afternoons are also convenient for flights, though they can tend to be more expensive than morning flights.
4. Make Sure Flight Times Allow Plenty of Time for Your Business
Make sure to allow plenty of time for business when booking flights. For example, giving yourself less than an hour to get across town may not be realistic.
If in doubt, book an earlier flight to guarantee you’ll be early or on time for your meeting or convention. This will help to reduce your margin for error. It’ll also earn you some valuable peace of mind and cut down on timeline-related stress.
5. Look at Trip Packages
Sometimes, if you use a travel agent or book through a travel agency, you can find packages that’ll provide better transportation deals at lower costs.
Couple these savings with the money you’ll save with Hotel Engine to really cut back on travel expenditures.
6. Find Affordable, Convenient, Well-Placed Car Reservations
If you need a car but fail to find a good option in a package with your travel service, you’ll need to book it yourself.
Rentalcars.com is an excellent option for this. But you can also check out Turo or Zipcar .
The key here is to make sure that you’re booking a car at the right time, in the proper place, at a great price.
Car rentals can really eat into a business travel budget. It may be crucial to your budget to find the best deals possible. Car rental prices have actually been skyrocketing —partly due to a post-pandemic tourism boom, and partly because the need for rental cars has surged higher than expected.
Booking your car early, and/or looking for the best prices available, will start to pay off more and more as prices increase.
Alternatively, you can also look into cheaper options (bus, subway, train, etc.) that, while perhaps less convenient, may be more cost-effective.
7. Finalize Travel Arrangements by Booking Well in Advance
At this point, you’ve done your due diligence.
You’ve researched the prices, have a good idea of how you plan to book your trip, and probably have a pretty detailed plan in place.
Now, it’s time to pull the trigger and book those travel reservations. Do this well in advance to make sure that you lock in those great rates and times before they’re already taken/booked up by other people.
This is especially important in the busy tourist season .
That said, there are a few more things you probably need to know before you whip out your corporate credit card and lock in your reservations.
Let’s go over a few more details.
Book Your Accommodations
There are a few additional steps to review and go over before making the leap and locking in your dates when booking accommodations. Here are five accommodation booking travel tips to help you stay on target and avoid disaster.
1. Book a Hotel That’s Geographically Close to Where You’ll Be Doing Business
You won’t want to commute for an hour to reach your business meeting in the morning, especially right after coming in off of a flight the night before.
So it’s always a good idea to make sure that you’re booking accommodations close to where you’ll need to be . This is especially important to remember in major cities. Think about it — booking a hotel in north Houston could translate to a morning commute of two hours to reach a southwest Houston address.
2. Make Sure To Compare Rates
You’ll often find much better rates using a service that specializes in booking business travel accommodations.
Hotel Engine is perfect for this.
Business hotels booked through a service like Hotel Engine tend to be slower and less expensive during peak tourist times and seasons.
3. Make Sure To Book a Hotel That Offers the Proper Amenities
It always pays to double-check and make sure that any accommodation options offer basic amenities.
Wifi is probably the most important one.
Other important amenities to check for include:
- Coffee maker
- Room service
- Bathroom essentials
4. Only Book With Hotels or Motels That Offer Flexible Cancellation
Hopefully, your business travel plans will proceed without a hitch or hiccup.
But in the event that something does go sideways, it’s always nice to know that you can cancel without incurring huge fees or being stuck with the hotel bill anyway.
Granted, this usually isn’t a problem. Most hotels and travel services give you room for cancellations before the trip, just in case.
But it’s always a good idea to check before booking.
5. Book Accommodations Well in Advance
As with car rentals and airfare, it pays to book accommodations well in advance.
Most travel experts agree that booking about a month in advance is the best rule of thumb.
Others say that the best idea is to start keeping close tabs on those accommodations 40 days out, watching for price increases or decreases.
If the price starts to increase:
Book immediately.
If the price starts to decrease:
Let the trend continue until about 21 days out or until the price goes back up again. Then book it.
Don’t forget to keep an eye on room availability
You should also go ahead and book it if you see that the number of rooms available is starting to dwindle to single digits.
Create a Detailed Itinerary
Now that you’ve researched your plan and booked your reservations, it’s time to flesh out your itinerary. Lay out all your travel plans and sync them with your travel and accommodation bookings.
The only challenge here is that keeping track of everything can sometimes be a challenge.
To conquer this task, consider using a tool like TripIt or Google Travel .
Or, you can create your own itinerary using a simple program like Microsoft Excel.
Plan for Travel Expense Reimbursement
Whether you’re planning to itemize individual receipts or use per diem, it’ll be essential to keep track of what you’re spending money on.
This will help you get compensated for any out-of-pocket expenses you may incur. But it’ll also help the company get the tax write-offs they deserve.
Plus, it’ll keep both of you from incurring penalties from travel expense reimbursements classified by the IRS as taxable income.
Consider using a tool like Spendesk or Spendee to help you keep track of receipts and record expenditures. This software will create expense reports that’ll help you and the company keep track of what the trip is costing and where the money is going.
Get Your Travel Documents In Order
Make sure that all your necessary travel documents are in order. This is another significant piece of the puzzle of preparing for your business trip.
Here are some questions that you should ask yourself as your departure time approaches:
- Will you need your passport?
- How will you carry your tickets?
- Will you need a travel visa?
- Have you obtained an up-to-date travel guide for the area? If not, will you need one?
- Do you have the appropriate photo ID to facilitate bookings and travel to the planned location?
- Do you have vaccination records? (This may become increasingly important in a post-pandemic world.)
Make a List of What You’ll Need To Bring
Making formal arrangements for your trip is an integral part of the process.
But remember not to neglect the things you’ll need to bring with you in your luggage, your carry-on, your briefcase, etc.
As you complete your itinerary, you should also make a list of things that you’ll need to bring with you.
This includes the personal items you’ll need for the trip, but also anything you’ll need to conduct your business successfully.
Here’s a brief checklist of things to consider:
- Chargers for all electronic devices
- PowerPoint Presentation
- Wireless hot spot device (if you have a smartphone, it will often have a hot spot setting you can use!)
- Clothing (uniforms, formal, business-casual, leisure, swimwear, travel wear, etc.)
- Promotional materials
- Business cards
- Briefcase, bag, purse, etc.
- Extra office supplies
Planning for an Extended Trip
If you’re going to be gone for longer than a couple of days or nights, make sure to pack enough to last you the entire trip.
This may mean bringing plenty of different clothing/dress options with you.
Or, you may want to plan to do some laundry/dry cleaning on location.
This will all depend on your schedule, the length of stay, and whether it’ll be more convenient to travel with more or less luggage.
It’s also a great idea to conduct thorough research on the area you’ll be visiting if you plan to stay for longer than a few days.
This can tell you about nearby amenities, luxuries you can expect, and what you may not have access to during your stay.
An ounce of prevention is worth a pound of cure when it comes to planning for extended trips.
Related: 9 Things to Remember When You’re Traveling for Business
It seems like a lot to think about, but take things step by step, and you can’t fail.
All that’s left is to get out there and get traveling.
So make your plans, book your flights, look forward to adventure — and most importantly, enjoy the journey !
Save up to 60% on business lodging for your next company trip with Hotel Engine.
Audrey Fairbrother
Audrey Fairbrother is the Content and SEO Manager at Hotel Engine. She spends her days writing about all things business travel, researching topics that are important to Hotel Engine’s audience and cultivating the company’s brand voice. When she’s not working, Audrey enjoys spending time with her family, and hiking in the nearby Rockies with her dog, Albie.
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Travel Agency Business Plan Template
Written by Dave Lavinsky
Over the past 20+ years, we have helped over 10,000 entrepreneurs and business owners create business plans to start and grow their travel agencies. On this page, we will first give you some background information with regards to the importance of business planning. We will then go through a travel agency business plan template step-by-step so you can create your plan today.
Download our Ultimate Business Plan Template here
What Is a Business Plan?
A business plan provides a snapshot of your travel agency as it stands today, and lays out your growth plan for the next five years. It explains your business goals and your strategy for reaching them. It also includes market research to support your plans.
Why You Need a Business Plan
If you’re looking to start a travel agency or grow your existing travel agency you need a business plan. A business plan will help you raise funding, if needed, and plan out the growth of your travel agency in order to improve your chances of success. Your travel agency business plan is a living document that should be updated annually as your company grows and changes.
Source of Funding for Travel Agencies
With regards to funding, the main sources of funding for a travel agency are personal savings, credit cards, bank loans and angel investors. With regards to bank loans, banks will want to review your business plan and gain confidence that you will be able to repay your loan and interest. To acquire this confidence, the loan officer will not only want to confirm that your financials are reasonable. But they will want to see a professional plan. Such a plan will give them the confidence that you can successfully and professionally operate a business.
The second most common form of funding for a travel agency is angel investors. Angel investors are wealthy individuals who will write you a check. They will either take equity in return for their funding, or, like a bank, they will give you a loan.
Your travel agency business plan should include 10 sections as follows:
Executive Summary
Your executive summary provides an introduction to your business plan, but it is normally the last section you write because it provides a summary of each key section of your plan.
The goal of your Executive Summary is to quickly engage the reader. Explain to them the type of travel agency business you are operating and the status; for example, are you a startup, do you have a travel agency that you would like to grow, or are you operating a chain of travel agencies.
Next, provide an overview of each of the subsequent sections of your plan. For example, give a brief overview of the travel agency industry. Discuss the type of travel agency you are operating. Detail your direct competitors. Give an overview of your target customers. Provide a snapshot of your marketing plan. Identify the key members of your team. And offer an overview of your financial plan.
Company Analysis
In your company analysis, you will detail the type of travel agency you are operating.
For example, you might operate one of the following types:
- Commercial Travel Agencies : this type of travel agency caters to business travelers. These agencies specialize in tracking down deals for business travelers to help companies manage travel costs.
- Online Travel Agencies : this type of travel agency exists only in cyberspace. They provide clients with the convenience of online booking and discounts that are available only to professional travel agencies.
- Niche Travel Agencies : this type of travel agency provides clients with specialized knowledge of a region.
- Membership Associations : Memberships associations give travelers access to the organization’s travel planning services for the cost of an annual membership rather than charging per transaction. This type of agency offers the most benefit to frequent travelers.
In addition to explaining the type of travel agency you operate, the Company Analysis section of your business plan needs to provide background on the business.
Include answers to question such as:
- When and why did you start the business?
- What milestones have you achieved to date? Milestones could include sales goals you’ve reached, new location openings, etc.
- Your legal structure. Are you incorporated as an S-Corp? An LLC? A sole proprietorship? Explain your legal structure here.
Industry Analysis
In your industry analysis, you need to provide an overview of the travel agency business.
While this may seem unnecessary, it serves multiple purposes.
First, researching the travel agency industry educates you. It helps you understand the market in which you are operating.
Secondly, market research can improve your strategy particularly if your research identifies market trends. For example, if there was a trend towards glamping, it would be helpful to ensure your plan calls for plenty of luxury camping packages.
The third reason for market research is to prove to readers that you are an expert in your industry. By conducting the research and presenting it in your plan, you achieve just that.
The following questions should be answered in the industry analysis section of your travel agency business plan:
- How big is the travel agency business (in dollars)?
- Is the market declining or increasing?
- Who are the key competitors in the market?
- Who are the key suppliers in the market?
- What trends are affecting the industry?
- What is the industry’s growth forecast over the next 5 – 10 years?
- What is the relevant market size? That is, how big is the potential market for your travel agency. You can extrapolate such a figure by assessing the size of the market in the entire country and then applying that figure to your local population.
Customer Analysis
The customer analysis section of your travel agency business plan must detail the customers you serve and/or expect to serve.
The following are examples of customer segments: sports enthusiasts, soccer moms, baby boomers, businesses, etc.
As you can imagine, the customer segment(s) you choose will have a great impact on the type of travel agency you operate. Clearly baby boomers would want a different atmosphere, pricing and product options, and would respond to different marketing promotions than businesses.
Try to break out your target customers in terms of their demographic and psychographic profiles. With regards to demographics, include a discussion of the ages, genders, locations and income levels of the customers you seek to serve. Because most travel agencies primarily serve customers living in their same city or town, such demographic information is easy to find on government websites.
Psychographic profiles explain the wants and needs of your target customers. The more you can understand and define these needs, the better you will do in attracting and retaining your customers.
Competitive Analysis
Your competitive analysis should identify the indirect and direct competitors your business faces and then focus on the latter.
Direct competitors are other travel agencies.
Indirect competitors are other options that customers have to purchase from that aren’t direct competitors. This includes customers making travel arrangements themselves at home. You need to mention such competition to show you understand that not everyone who travels uses travel agency services.
With regards to direct competition, you want to detail the other travel agencies with which you compete. Most likely, your direct competitors will be travel agencies located very close to your location.
For each such competitor, provide an overview of their businesses and document their strengths and weaknesses. Unless you once worked at your competitors’ businesses, it will be impossible to know everything about them. But you should be able to find out key things about them such as:
- What types of customers do they serve?
- What products do they offer?
- What is their pricing (premium, low, etc.)?
- What are they good at?
- What are their weaknesses?
With regards to the last two questions, think about your answers from the customers’ perspective. And don’t be afraid to ask your competitors’ customers what they like most and least about them.
The final part of your competitive analysis section is to document your areas of competitive advantage. For example:
- Will you provide better travel packages?
- Will you provide products or services that your competitors don’t offer?
- Will you make it easier or faster for customers to book your offerings?
- Will you provide better customer service?
- Will you offer better pricing?
Think about ways you will outperform your competition and document them in this section of your plan.
Marketing Plan
Traditionally, a marketing plan includes the four P’s: Product, Price, Place, and Promotion. For a travel agency business plan, your marketing plan should include the following:
Product : in the product section you should reiterate the type of travel agency that you documented in your Company Analysis. Then, detail the specific products you will be offering. For example, in addition to regular accommodation and transportation booking, will you offer items such as tour packages and excursions?
Price : Document the prices you will offer and how they compare to your competitors. Essentially in the product and price sub-sections of your marketing plan, you are presenting the packages you offer and their prices.
Place : Place refers to the location of your travel agency. Document your location and mention how the location will impact your success. For example, is your travel agency located next to a heavily populated office building, or highly trafficked retail area, etc. Discuss how your location might provide a steady stream of customers.
Promotions : the final part of your travel agency marketing plan is the promotions section. Here you will document how you will drive customers to your location(s). The following are some promotional methods you might consider:
- Making your travel agency’s storefront extra appealing to attract passing customers
- Distributing travel brochures outside the travel agency
- Advertising in local papers and magazines
- Reaching out to local bloggers and websites
- Social media advertising
- Local radio advertising
- Banner ads at local venues
Operations Plan
While the earlier sections of your business plan explained your goals, your operations plan describes how you will meet them. Your operations plan should have two distinct sections as follows.
Everyday short-term processes include all of the tasks involved in running your travel agency such as serving customers, procuring supplies, keeping the office clean, etc.
Long-term goals are the milestones you hope to achieve. These could include the dates when you expect to serve your 1,000th customer, or when you hope to reach $X in sales. It could also be when you expect to hire your Xth employee or launch a new location.
Management Team
To demonstrate your travel agency’s ability to succeed as a business, a strong management team is essential. Highlight your key players’ backgrounds, emphasizing those skills and experiences that prove their ability to grow a company.
Ideally you and/or your team members have direct experience in the travel agency business. If so, highlight this experience and expertise. But also highlight any experience that you think will help your business succeed.
If your team is lacking, consider assembling an advisory board. An advisory board would include 2 to 8 individuals who would act like mentors to your business. They would help answer questions and provide strategic guidance. If needed, look for advisory board members with experience in travel agencies and/or successfully running retail and small businesses.
Financial Plan
Your financial plan should include your 5-year financial statement broken out both monthly or quarterly for the first year and then annually. Your financial statements include your income statement, balance sheet and cash flow statements.
Income Statement : an income statement is more commonly called a Profit and Loss statement or P&L. It shows your revenues and then subtracts your costs to show whether you turned a profit or not.
In developing your income statement, you need to devise assumptions. For example, will you serve 50 customers per week or 100? And will sales grow by 2% or 10% per year? As you can imagine, your choice of assumptions will greatly impact the financial forecasts for your business. As much as possible, conduct research to try to root your assumptions in reality.
Balance Sheets : While balance sheets include much information, to simplify them to the key items you need to know about, balance sheets show your assets and liabilities. For instance, if you spend $100,000 on building out your travel agency, that will not give you immediate profits. Rather it is an asset that will hopefully help you generate profits for years to come. Likewise, if a bank writes you a check for $100.000, you don’t need to pay it back immediately. Rather, that is a liability you will pay back over time.
Cash Flow Statement : Your cash flow statement will help determine how much money you need to start or grow your business, and make sure you never run out of money. What most entrepreneurs and business owners don’t realize is that you can turn a profit but run out of money and go bankrupt.
In developing your Income Statement and Balance Sheets be sure to include several of the key costs needed in starting or growing a travel agency:
- Location build-out including design fees, construction, etc.
- Cost of equipment like computers, website/platform, and software
- Cost of marketing materials and maintaining an adequate amount of supplies
- Payroll or salaries paid to staff
- Business insurance
- Taxes and permits
- Legal expenses
Attach your full financial projections in the appendix of your plan along with any supporting documents that make your plan more compelling. For example, you might include your store design blueprint or location lease.
Travel Agency Business Plan Summary
Putting together a business plan for your travel agency is a worthwhile endeavor. If you follow the template above, by the time you are done, you will truly be an expert. You will really understand the travel agency business, your competition and your customers. You will have developed a marketing plan and will really understand what it takes to launch and grow a successful travel agency.
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How to Plan Business Trips: The Complete Guide for Beginners
Statistics from 2021 showed that 13.6% of US travel was considered to be business travel. This went up from 2020 when the percentage was only 13%.
If you need to plan business trips, you may feel overwhelmed. After all, you are responsible for all of the different parts that make up a good business trip.
You need to have a business trip checklist to help you stay on track. There are specific things that you need to do before focusing on less important details.
Keep reading to find out how to plan business trips with this guide.
Make Travel Arrangements
The first thing you need to do is start with the arrangements. This includes picking a business trip destination that everyone will enjoy.
There are several ways to go about doing this, but you should have a few destination options. This will limit the variety so that everyone can make a better decision.
You will also need to start booking flights online. Most business trips are taken with commercial airlines, which offer affordable options.
If you really want to impress on this trip, there is another option that you can choose. You can book a private jet charter , allowing everyone to travel in style.
This gives the group privacy and avoids the hassle of having to go to the airport. This can also reduce the risk of late flights or people missing their flights.
You will also need to consider the smaller details, such as how to get to the plane. Do you have a business bus that can take all of the employees to the private jet charter?
Or will you need to arrange for people to have Uber drivers or taxis? These are all small details that may seem insignificant but need to be addressed.
Keep Everyone Notified
Another important aspect of traveling for business is communication. Depending on how many employees are going on the trip, this can feel overwhelming.
Most business trips are comprised of at least a dozen employees if not several dozen. This can make it difficult to make sure everybody knows what is going on.
You will need to find a way to make sure everyone stays notified about the trip. This could be through a text group or an online chat room that everyone has access to.
You need to let everyone know how they are getting to the plane and how travel will go. Everyone will need to know what times they need to be there so that no one misses the flight.
This is also a great way to answer any questions that people have.
Have Travel Buddies
If you have to plan business trips, there are a few tips that can help out with this. One tip is to create travel buddies so that you don’t have to keep track of everyone individually.
Buddies usually consist of groups of two people who are responsible for each other. This takes some of the weight off of your shoulders and ensures that no one will get left behind.
This is also a great way to make traveling more fun for everyone in the company. It can also help to promote better employee relations and encourage more mingling.
Keep Packing Light
It is important to make sure that everybody understands packing requirements. Everyone should understand the kind of clothes that they need to bring.
But they should also understand that they need to pack lightly . You will most likely not have much room for luggage, so luggage needs to be scarce.
Everyone should know how much luggage they are allowed and how heavy it can be. Most people should be allowed a suitcase and one carry-on depending on the situation.
Have a Backup Plan
It is important to make sure you plan for some things to go wrong. It is very likely that at least one thing will not go as planned, and you don’t want to be surprised by this.
For instance, you should have already looked at hotels for business travel. You should already have a hotel booked and ready to go when everybody lands.
It is a good idea to hang onto one or two other options just in case something goes wrong. It is rare, but a hotel may lose your reservation or may not have enough rooms.
You should hang onto additional resources for other aspects of the trip just in case you need them.
Don’t Rush
When you reach the business trip destination, you don’t want to go crazy. Many people make the mistake of planning it too aggressively for when everyone to lands.
You may have a lot of activities planned, but you want to still leave some room. Especially when everybody lands, the rest of the day should be left empty.
This allows everybody to go to the hotel and rest before the next day. This will help to prevent jetlag and reduce the chances of anyone getting sick from traveling.
This is the perfect option since it allows people to rest if they need to rest. Those who don’t need to rest can entertain themselves in other ways until the business trip officially starts.
Tips for How to Plan Business Trips
If you need to know how to plan business trips, this business trip checklist should help. As overwhelming as this can feel, there are certain ways to make it simpler.
Did you enjoy reading this article about planning business trips? Keep reading for more business-related content that you may find useful.
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A Business Travel Blog
July 6, 2019 By Michelle Maraj 143 Comments
How to Plan a Business Trip
This post may contain affiliate links, meaning that we will receive a commission if you click through and make a purchase. All opinions are those of the author.
Maybe you have traveled for work a few times, but have always had someone else plan the itinerary for you. Now that you are getting ready to plan a business trip, what are the different factors that you need to keep in mind?
The Business Trip Checklist
As you are putting together your plan for a business trip, you will want to answer the following questions.
- When are you going?
- How will you get there?
- What are your required activities?
- Where will you stay?
- How will you get around?
- How will you pay for things?
- What documentation or supplies are required?
1. When are you going on your business trip?
The first step to planning your business trip will be to determine when you need to go. You may need to coordinate with your team members or client to determine what the best time to take your trip will be. If you are going to a conference, the dates may be pre-selected. You will just need to determine how long it takes to travel to the location so that you can leave on time.
2. How will you get there?
Will you drive for your business trip, or will you take a plane? Depending on how far away your business trip will be, you may have to budget additional travel expenses. Other options may be taking a bus, or carpooling with your colleagues.
3. What are your required activities?
What do you need to accomplish while on your work trip? If the purpose of your business trip is to attend a conference, look up the itinerary ahead of time so you can see when the different sessions are occurring. If you are visiting a client, ensure that your client is available to assist you during your trip is a must. Start building your business trip itinerary on your required activities.
4. Where will you stay during your business trip?
Now that you know what your required activities are, you can figure out where to stay on your business trip. I prefer to stay as close to the client as possible, so that I do not have to worry about rush hour or waking up too early. Some people will prefer to stay downtown or near a city center, so that you are close to the best food in the evenings.
5. How will you get around?
Depending on the city that you are traveling to for your business trip, there may be a few options for how you will get around. If the city has a good metro system, you may be able to take the train. If you are staying across the street from your client or in a convention center for a conference, you may be able to take an Uber directly to your hotel. If you are in a smaller town or you are further from the airport, renting a car might be your best option.
6. How will you pay for things?
If you are traveling domestically, you may be able to pay for everything on your business trip with your credit card. Check with your company if you will be paying for expenses up front, or if they will be giving you a corporate credit card to use. If you are traveling outside of the country, consider if you have international fees on your card. You may also want to pick up some small bills in the local currency for emergencies or small purchases.
7. What documentation or supplies are required for your work trip?
If you are traveling internationally, research ahead of time if you will need a business travel visa before going on your work trip. Business travel visas may take a lot of time to process, and may be expensive. If you are traveling to a conference, consider if you need any marketing materials or business cards for your company. If you are traveling on a business trip, you also probably do not want to forget your work laptop! Plan your business trip packing lis t accordingly.
Being a Business Trip Planner
Once you have all of the above questions answered, you should have a thorough plan for your business trip. Before you make any reservations, make sure to consult with your manager or company to make sure that your choices are within your company’s budget. The last thing you want to do is be caught with expenses that were not approved!
Traveling for work? Also check out:
- 10 Work Trip Instagram Captions
- Why a Trolley Strap is a Requirement for Your Next Work Bag
- 5 Challenges of Managing Remote Employees
- Matt’s Flights Custom Search – Here’s Our Review of What He Found
- What Not to Do on a Business Trip With Your Boss
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11 tips for planning a business trip
24 Feb 2020 8 MIN READ
Brought to you by TravelPerk , the #1 business travel platform.
Travelers’ success on the road is directly connected to the planning and preparation of the trip. Organizing business travel should always prioritize keeping your business traveler as productive and stress-free as possible. This requires careful consideration, clever planning and a detailed business trip plan. After all, there are lots of variables to keep in mind, details to comb through, reservations to create, and schedules to align. Plus, even after all that is done, you still have to contend with the possibility of problems popping up while your traveler is on the move. As a travel manager, the best thing you can do is to be as organized as possible beforehand so that you can handle problems if and when they arise.
How can you do this? Check out our top tips for booking international travel for business below.
Planning a business trip for your boss
1. make note of their usual preferences.
When planning a business trip for your boss, you want to get faster and better at it every time. Don’t rely on your memory-it’s often wrong (sorry!). Instead, take notes on your boss’s usual preferences, such as rushing for flight connections versus having layovers with plenty of cushion, or hiring a car service to pick them up versus having them take public transportation. That way, you can reduce some of the back and forth communication required for each trip and streamline the planning process.
2. Help them prioritize the most important parts of their trip
When your boss is traveling, they likely have a list of key things they need to accomplish. Understand what the goals are for this trip, whether that’s attending a single meeting or staffing a new office in a different country.
Once you know the goals of the trip, organize the other details around it so that nothing gets in the way. Don't forget to schedule in some free time—remember, business travelers are people too!
3. Take care of any extras
Aside from the key purpose of the business trip, your boss might also have some extra goals that they want to achieve. Maybe they want to stick to their exercise routine while away? Maybe they want to finish a slide deck for an upcoming presentation. Or maybe they want to bring their spouse along for the trip and have a day to sightsee? Ask your boss about the things they’d like to do or accomplish during the trip, so you can help organize them, provide recommendations, or at the very least keep their calendar clear. Keep the trip organized but make sure to leave some wiggle room in their travel plan for other activities.
4. Create a business trip itinerary
The last document in this section is a business trip itinerary, or a summary of all of the trip’s details in one place. This will save both you and your traveler the time and frustration of going through multiple documents and emails to find the information that matters.
This goes beyond just scheduling. Organize all of their travel documents and travel details they might need handy on their journeys like boarding passes, departure times, flight numbers, seat numbers, arrival times, and more. This will save you and the traveler a lot of time and hassle. When creating these documents, it helps to think chronologically so that you can put yourself in your traveler’s shoes and think clearly about what information is needed. Include things like times of important meetings or business dinners.
When you’re done, create not only electronic copies, but also hard copies. This cuts out any possibility that a dead smartphone or lack of internet throws your traveler off.
For more tips on creating a business travel itinerary—and a ready-to-go template—check out our deep-dive here .
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Planning a business trip for your colleagues
Making travel arrangements for your colleagues requires the same care and attention to detail discussed above. Your traveling employees should enjoy having access to the best corporate travel management out there, and it's up to you to make their trip work.
5. Empower travelers to book for themselves
Most business travelers prefer to organize a business trip for themselves, just like they would when booking flights for a vacation, rather than having to go back and forth over every little detail.
Use travel booking management software that includes company policies so that employees can book what they want within your corporate travel policy . This saves time for everyone, plus travelers get the itinerary and accommodation they want.
Don’t have a business travel policy set up yet? Use our travel and expense policy template.
6. Put everything in one place
There are a lot of details when it comes to company trip planning, like travel time, arrival airports, hotel reservations, pick-up details for hotel transport, and more. You should do your best to put everything in one place. When booking with one approved travel management company , travelers can log in and see all of their upcoming itineraries.
Can't decide which business travel management company to use?
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Most colleagues want everything to be digital, but if that’s not the case for your colleagues, then make a travel folder. In the travel folder, enclose the printed business travel itinerary and confirmation numbers along with envelopes for travel receipts and any important travel or business documents they’ll need at check-in and their destination.
Also make sure to include details on how they’ll be reimbursed for expenses incurred during the business trip. This often involves keeping receipts, so it’s important to let employees know about the requirements upfront. Otherwise, they could return without the necessary articles to receive reimbursement—complicating the process for everyone involved.
7. Purchase any needed supplies in advance of the trip
Think of your traveler as a mobile office representing your company domestically and abroad. As such, make sure to top up their tools: business cards, batteries, basic supplies, and other necessary items.
8. Give the traveler a trip checklist
There are a lot of moving parts when making business travel arrangements, so creating a traveler checklist can be hugely useful. This will ensure your traveler doesn’t forget all the essential chargers, adapters, flash drives, devices, credit cards — anything they’ll possibly need! If your traveler is catching an international flight, put together a paper dossier containing important information about their entire trip. Add details like currency, time zone, the local embassy’s contact information, local laws and culture, common diseases, and whether or not their phone plan covers international travel.
You can even give them a few travel tips on restaurants, local etiquette, and things to see, for example. Information like this goes a very long way.
It’s also essential to make sure your traveling employees know who to contact in times of emergency. These contact details should be shared up-front to ensure they’re prepared in case of emergency—whether that’s a missed flight, accommodation issues, or extreme weather. Many travel management companies—such as TravelPerk—offer in-house support to assist traveling employees.
Not sure where to start? Our Business Travelers Checklist offers a comprehensive list of must-haves when traveling for business—both personal and professional. We also share guidance on creating your own from scratch—take a look.
9. Save traveler's contact information
A traveler contact sheet is essential. It’s a single document that includes all of the employee’s home and professional contact information along with standard details like name, title, ID number, phone number etc.
Additional items like airline and hotel preferences, meal requests, their frequent flyer number, and passport details will all make this document much stronger.
Conveniently, TravelPerk lets you input most of this information once, automatically filling it in for future travel arrangements. However, make sure to ask travelers to confirm it or update it before they go.
10. Create a travel planning checklist template
Another useful document for coordinating business travel is a travel planning checklist. On it goes the details for every flight, ground transportation, hotel booking, rental cars, dining and entertainment reservation, and meeting or event detail, along with plenty of room for anything else. Use this to keep on top of the little details that get easily lost in the shuffle.
One of the primary motivations for any travel manager planning a business trip is making sure no detail is left unaccounted for. No travel manager wants to receive a call from a desperate employee about incorrect flight times or problems checking-in because of mistyped information, for instance.
That’s why a set of templates and checklists will do wonders to prevent mistakes and oversights from occurring.
11. Debrief after the business trip
Debriefing after a business trip is just as important as the preparation. At this point, there are many aspects of the trip to go over that offer many benefits to a constantly evolving business.
- Replenish your traveler’s mobile office supplies so they’re ready to go next time around.
- With your traveler, review any outstanding voice messages, emails, and other updates
- Ask your traveler if everything went well and what could be better.
When your traveler returns, make sure to retrieve their travel folder. Check for receipts, make any important notes, and then apply for reimbursements as soon as possible. TravelPerk integrates with the top expense management solutions to enable you to seamlessly share data and details for quicker post-travel expense management. Remember, travel management is a continually evolving exercise, and it pays to be diligent about learning everything you can for better outcomes.
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What to Plan for Your Upcoming Business Trip
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.
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Top tips on how to plan a business trip
Follow these 6 steps for an effective business trip:
- Make your travel arrangements well in advance
- Select your accommodation based on both price and convenience
- Create an itinerary
Research your destination
- Remember your electronics, accessories and travel documents
- Prepare for your meeting
In today’s digital world, we can communicate across different time zones at a moment’s notice. However, when it comes to brokering a big deal or fostering a solid and long-lasting business relationship, nothing beats face-to-face interaction.
Corporate travel is still so important, and it’s equally important for anyone making a business trip to prepare thoroughly. When you arrive at your destination relaxed and well-prepared, you’re better equipped to make a good impression and focus on the purpose of your meeting. Preparation lets your mind focus on the here and now, making sure you stay on the ball in that all-important meeting. If you’d like to fine-tune how you get ready for your next excursion, follow these essential tips to become an effective business trip planner.
Make travel arrangements
Whether it’s your name on the travel documents or you’re a travel manager, planning business travel thoroughly is important. Your first step should always be to familiarize yourself with your company’s corporate travel policy . You’re making travel arrangements for a business trip, not planning a personal or a short break, so being compliant with your company policy is essential.
Next, it’s time to book your travel. This may involve traveling by air, rail, car hire or even boat. Think about the journey door-to-door, balancing travel times against cost and convenience. Visualize the various steps of the trip from A to B. Consider details like how long it will take to move between airport and railway station, the time it takes to fill out paperwork at the vehicle hire company, and whether luggage storage might be useful. Use multiple sources and different comparison sites, researching which companies are offering the best deals. Again, be aware of any budget restraints in your company’s travel policy.
Don’t forget the small details. Does the airplane have Wi-Fi so you can work on the move? Would leaving a day earlier allow you to arrive at your first meeting better rested and prepared? At this stage, the more carefully you prepare, the more confident and relaxed you’ll be when you depart.
Select your accommodation
Preparing business travel is, of course, only half the job. Choosing the best accommodation for your requirements is also essential. If you’ve only got one meeting place to reach, make sure you book a hotel that’s nearby – rather than be swayed by a more luxurious option that might be a stressful 45 minute trip away. Use maps on your smartphone to measure distances from the station or airport to your hotel – and remember the roads and transport networks will be busier at certain times of day.
Check your company’s hotel policies to see if there are any preferred hotels - you might be able to get a good deal too. When considering the cost, make sure you compare rates for similar types of accommodation and make sure you select something that’s fairly priced – some companies even stipulate a cost per day that would limit the choice of hotels.
It’s also a good idea to pay close attention to the amenities at the hotel. Some tourist-focused hotels may serve breakfast too late for your early starts, and as a business traveler you’re likely to want free Wi-Fi, 24-hour room service, plenty of power points for charging your devices. CWT Hotel Intel gives travelers access to trusted peer hotel reviews and can be a handy tool for business trip planners.
Create a detailed itinerary
Your itinerary is your blueprint for a successful business trip. Use it to stay in control of every detail – from transport times and the names of those you’re meeting, to your travel reservations and hotel address. Be sure to allow yourself extra time on your itinerary for relaxing, meetings that have been delayed or overrun, and busy traffic. Consider using a specially designed tool like the myCWT app , which syncs your itinerary with work calendars, and allows travelers to share this with colleagues. This is handy from a communication and efficiency perspective, and as a safety measure if you’re travelling to an unfamiliar destination.
It may be that you’re traveling to a destination you are familiar with and feel comfortable in. Or, you may be entering unchartered territory. If that’s the case, research is essential to avoid unnecessary risk. For example, some cities are well known for pick pockets, so you’ll need to be extra careful when storing important and expensive items like phones in your pockets. Depending on where you’re going, reading up on the current political situation at your destination could also be prudent.
Perhaps you’re traveling to a city or country with a different culture and customs to your own. Avoid looking foolish or, worse, causing offence, by researching the differences in behavior and manners before you arrive. For example, if you’re taking potential clients for a meal, do you know the etiquette on tipping, or when to give people your business cards? Or, if you’re visiting a country where English isn’t the common language, you could even learn a few basic phrases, such as greetings and “thank you”, which could make all the difference when making a good first impression.
Prepare your travel documents
Hours of careful preparation and research will all be wasted if you forget vital travel documents. Traveling between countries requires a current, valid passport, travel tickets and sometimes a visa. It’s key to research whether or not you need a visa as soon as possible, even if you are just transiting through a country, without stepping foot outside the airport. Some embassies can take a number of days or even weeks to issue visas. Even if you’re not traveling to a different country, you may need photo ID to clarify that your name corresponds to the one on the ticket - your passport or driving license are the best options so keep them safe at all times.
Remember your electronic accessories
Stay as productive as possible on your trip by taking a laptop or tablet – it’ll make your travel time really count. Remember to pack the relevant chargers and adapters, too. You can usually pick these up at the airport when you’re passing through, but being prepared is key and will save you time and money in the long run.
Get ready for your meeting
So you’ve followed all the right steps for planning a business trip, but what about your business objectives and the meeting itself? Making a note of what you hope to achieve on the trip can help improve your focus - even if you simply want to reach out to new contacts or gain a general overview of potential new client. Arm yourself with as much information as possible about the people you’ll meet, as well as the places they’ll be. What’s the dress code? If you’re visiting an industrial site, for example, will you need sturdy shoes? If you’re going to be giving a presentation, what format will it take and will your host have the equipment you need? Simply emailing ahead to check if they have suitable screens and cables can ensure you avoid embarrassing delays or confusion that would get your meeting off to an awkward start. That first impression counts so give yourself the best chance of making a good one.
By setting aside the time to prepare, conducting some detailed research and following these business travel tips, you can optimize your chances of a productive and enjoyable trip.
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How To Plan a Business Trip?
Whether a road warrior or a first-time traveler, there is no doubt that business trips need a lot of planning and preparation. Business travel can be challenging due to cultural differences, cuisine, time zones, accommodation, transportation, climate, and security issues, especially if you have to visit more than one destination in a single business trip.
Hence, it is essential for you, as a business traveler, to plan your business trip. It allows you to have a hassle-free and relaxed trip without worrying about menial things like traveling, accommodation, and time management. Once you complete your planning, you are more focused on the purpose of your business trip.
Mentioned below are the essential tips on how to plan a business trip:
9 Essential Tips on How to Plan a Business Trip
1. know your destination.
The business trip can be in a familiar or new destination. In both cases, research is essential to avoid any unwanted risks. You can do your research by checking out important government and news websites. For instance, if your trip is in the United States, you can check the travel advisory page of the U.S Department of STATE.
You must also find details such as climatic conditions, read news about the place for any political or social issues, local cultures and traditions, tipping etiquette, and popular activities, among many others.
Moreover, whether traveling alone or in a group, you must know alternative routes to your business meeting or conference destination. Also, some places may be popularly known for pickpocketing or mugging. Under such circumstances, you must be extra cautious and know where to store your cash or business gadgets.
Alternatively, you can also discuss with your travel manager or colleagues who have traveled to the same place before and take advice from them. Reading travel blogs and articles is also an excellent research method as they offer firsthand perspectives of your travel destination.
2. Plan in Advance
One of the crucial aspects of business travel is planning. You do not want to spend the day before the trip rushing around to pack your clothes or arrange business documents. It will only cause you more stress or anxiety.
Here are some things you can do to plan in advance.
- Start planning a week before by making a checklist of what items you need to carry, such as business attire, flight tickets, and proof of hotel bookings.
- Book flights, accommodation, transportation, and other activities well in advance as the prices surge the more you delay. By booking flights and accommodation in advance, you may be eligible for good deals and discounts which will help you reduce costs.
- If the travel manager books your tickets, let the manager know your plans in advance so he or she can make the travel arrangements accordingly.
- Prepare for medical emergencies such as illness or allergies, and carry medications for the same.
- Find out the time required to travel from your home to the airport and the destination airport to your hotel. When you plan all these, you will know when and how to commute without panicking at the last minute.
3. Booking Your Stay
Choosing the best accommodation for your corporate trip is essential for you to rest well and stay active. Some of the parameters to keep in mind while booking a hotel are:
Hotel reviews : While booking the hotel, make sure to read both positive and negative reviews by customers on third-party websites.
Location: Consider the hotel’s location when booking your stay. Especially if you are a female business traveler who has to travel alone, booking a hotel in a safe area is crucial.
Dining options: Choose a hotel according to your meal preferences, such as European, American, or Continental.
Sanitization : No one likes unhygienic and poorly maintained hotel rooms. Therefore, always choose a hotel that provides frequent sanitization services.
Workspace : There may be instances where you may have to conduct meetings or conferences from the hotel. Choose a hotel with working facilities such as meeting/conference rooms with a high-speed internet connection.
Leisure facilities: After long hours of meetings and conferences, you might want to indulge in some leisure activities to relax and unwind. Hence, look for a hotel with facilities such as a swimming pool, spa, sauna, pool, bar, etc.
By keeping all these in mind, you will know how to plan a business trip next time.
4. Keep Travel Documents Handy
Business travel involves employees traveling to international destinations; sometimes, they may have to travel to two or more countries in a single trip. Under such situations, you must keep all travel documents handy. Your travel documents must include:
Passport, Traveler Visa, and National ID card: When traveling internationally, it is essential to keep your passport, visa, and national ID card ready, without which you may not be allowed to travel. Always keep both original and copies of these documents so that if you lose the original, you always have its copy and won’t get in trouble.
Travel Itinerary Details: Flight tickets, proof of hotel bookings, business meeting schedule, and contact of cab rental services are all essential details to know.
Business Travel Insurance: You may encounter unexpected situations such as natural calamities, lost baggage with office gadgets, personal belongings, getting mugged, etc. Having business travel insurance while traveling will protect you from these risks and add an extra layer of protection against any such financial loss.
Vaccination Proof: Since the advent of Covid-19, most countries have demanded vaccination proof. While some countries require proof of vaccination with two doses, proof of vaccination with one dose is sufficient for some.
5. Packing Essentials
While packing for a business trip, you have to think about different situations and pack accordingly. Questions like: How many formal attires must I carry for a business meeting? Will I be dining out with my clients? Will I be heading out for sightseeing? Should I pack any shoes and flip-flops? etc., are bound to cross your minds.
Apart from apparel, you also need to carry electronic gadgets, office documents, and many other things which can confuse you, and you end up forgetting to pack them. Also, you don’t want to carry too many clothes where your luggage becomes too heavy, and you may not be able to carry it easily. Hence, it is always a good practice to prepare a packing checklist . Some of the crucial things your packing checklist must include are:
- Important documents
- Local currencies
- Essential electronic gadgets
- Formal and Casual attires
- Medication and Toiletries
- Office stationeries
- Business cards
- Miscellaneous Items
Once you’ve ticked off each item on your packing checklist, don’t forget to check and double-check before embarking on your business trip.
6. Prepare a Detailed Itinerary
A business travel itinerary includes every minute detail of your business trip. Preparing a business trip itinerary can be exhausting and time-consuming. But, once you have completed preparing one, you will be confident about how to go about your trip and know how to plan a business trip in the future.
For instance, you can have details about what time your day starts, when you will be working out in the morning, what time the business meeting starts, meal hours, break timings, and many more.
A good travel itinerary must include the following details:
Flight details: Date of travel, check-in time, flight time, flight number, name and address of the departing airport, and airport terminal number.
Transportation details: Mode of commute to the airport, the time required to travel to the airport, meeting time, pickup point, and vehicle number.
Accommodation details: Name and address of the hotel, check-in and check-out timings, reception number, reservation details, places to visit nearby the hotel, time for relaxation and leisure activities, etc.
Business trip details: Location and time of the business conference/meeting, break and meal timings, activities post meeting, dinner with clients, etc.
7. Carry Essential Electronic Gadgets
Even on a business trip, you must manage your work, check your e-mail frequently, and stay connected with your colleagues. You may also be required to give a presentation to your potential clients during business meetings. Therefore, carrying essential electronic gadgets is necessary. Forgetting to take them can leave you in disarray and leave a negative impression on your boss and clients.
Here are some of the essential electronic gadgets which you must carry:
- Portable Laptop and charger
- Headphone
- Phone and charger
- Portable Wi-Fi Hotspot
- Universal travel adapter
- All-in-one charging cable
- A compact tablet
- External hard drive
Carrying these essential electronic gadgets will eliminate the common pain points while traveling, and you can travel without worrying.
8. Know Your Company’s Travel Policy
Travel policies are rules and guidelines for business travel, whether expense submission and filing or booking flights and hotels. If you don’t know your company’s travel policy, you may end up spending more on travel and accommodation than the budget allocated by your company. This can lead to reimbursement issues.
Hence, it is essential that you, as a business traveler, must know your company’s travel policy before going on a business trip. You can always confirm with your travel manager if any policy is unclear, so you don’t misunderstand.
9. Prepare For Your Meeting
Lastly, don’t forget why you are going on a business trip. The aim of the business trip is to make new business deals and contracts, meet potential clients, and build a long productive relationship to achieve the company’s goals. Hence, you must be very prepared for your business meetings. Here are some of the ways you can prepare:
- Keep all your business cards, notepads, critical files, gadgets, business documents, presentations, etc., in a file.
- Ensure you have an e-copy of all the documents for safety purposes and keep all your electronic devices charged.
- Know the agenda for your meeting and keep all the discussion points ready.
- If you are hosting any meetings, send out meeting invites to everyone involved at least one week in advance.
- Ensure you have a backup of your presentation once it is ready.
Knowing How to Plan a Business Trip Leads to Success
Planning a business trip can be pretty challenging and time-consuming. However, planning and preparing beforehand can make business trips seamless. Following the tips mentioned above will help you understand how to plan a business trip in the best possible way.
Additionally, you can take the help of a travel management company like ITILITE to plan all your business trips. We take care of your bookings and cancellations, prepare in-depth itineraries, and provide 24/7 customer support. You also get a wide range of inventory for flights and hotels, personalized bookings, real-time notifications, tracking travel, file expenses, change itineraries, and many more.
Schedule a free demo of ITILITE to know how you can plan your business trip seamlessly.
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Business travel has a tendency to cause extra stress in its travelers. Not only are you concerned with traveling without incident, you are concerned with making a positive business impression. As with business planning, successful business travel requires preparation. A well-planned business trip allows you to focus on the business portion of the trip without worrying about the travel arrangements.
Make your business travel plans as early as possible. Avoid last-minute arrangements, as they may restrict or delay your available travel options. Confirm the exact dates, times and locations of your visit with your business host. Plan to arrive at least a few hours, if not a full day, before you are expected. This early arrival will allow you a chance to relax after traveling and to acclimate yourself to the new environment.
Ensure that your travel documents are in order and up to date. Obtain or renew your passport, if necessary, for international travel. Check your driver’s license to verify that it is current and valid.
Purchase refundable travel tickets whenever possible, as business arrangements and travel specifics can often change unexpectedly. Secure your travel tickets with a credit card to provide yourself with more purchasing power. Credit cards often provide travel insurance, warranties and other protection when used for travel.
Rent a car with an unlimited-miles package. Secure a rental vehicle even if you don’t believe that you’ll need it. Ask about any rental cancellation fees while making the reservation, in case you choose to cancel. Familiarize yourself with the local roadways and highways. Obtain a map of the area and directions to your locations from your arrival point, such as the airport or hotel. Cancel your rental reservation only after you have arrived and positively ascertained that you have no need for the vehicle.
Ship any large items, presentations or materials prior to your departure via guaranteed-next-day air service. Send the items to your hotel, to your business destination or to the area’s local US post office for scheduled pickup.
Make a checklist of the items that you’ll need for travel, and pack accordingly. Include the minute items as well as the precautionary items, such as an extra outfit, extra contacts and an extra flash drive.
Visit the airline’s website or call the company’s customer service line to check your flight’s travel status the day before departure and just before leaving for the airport. Have your flight number and the departure time readily available.
Arrive at your initial travel point with plenty of time to spare. Get to the airport at least two hours prior to your plane’s departure. This may seem like too much time, but it will be just enough time if you encounter long lines, security issues or traffic. Arrive at the train or bus station at least an hour prior to departure.
- Business: Guide to Flight Arrival/Departure Information
- MSNBC: Make the Most of Every Minute
Writing professionally since 2004, Charmayne Smith focuses on corporate materials such as training manuals, business plans, grant applications and technical manuals. Smith's articles have appeared in the "Houston Chronicle" and on various websites, drawing on her extensive experience in corporate management and property/casualty insurance.
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How to Make a Travel Budget in 2023 [Free Template]
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Creating a travel budget isn’t all about boring spreadsheets and searching for low budget bargains — a finely-crafted budget it is designed to maximize your total travel experience.
Table of contents
Can You Afford to Travel?
The 2 approaches to travel budgets, travel budget template worksheet, passport and visas, travel insurance, vaccinations, clothes, gear, and toiletries, accommodation, local transportation, attractions and activities, walk-around money, gifts and souvenirs, websites to help research travel costs, the best apps for travel budgets and expense tracking, saving for your vacation, final thoughts.
Table of Contents
Let’s start out easy here. You may have dreams of globetrotting and living your best life in distant lands, but can you actually afford it?
The amount you have to spend on your trip will need to be proportionate to the place you are visiting. By that, we mean that some destinations can be done on the cheap, while others will be a bit more of an investment.
Where you want to stay, what you intend to do when you get there, and physically how far away you will be from home can all have a considerable bearing on how deep your pockets will need to be.
Before you book yourself silly, really break down the potential costs of your dream trip and tally it up with the amount of money you will realistically have to fund it.
Bottom Line: Sometimes, it may be better to put your plans on hold until you have saved up enough cash to really experience a place, rather than rushing to get there and missing out on some of the best bits.
Whether you are a plan-well-in-advance sort of traveler or more of a fly-by-the-seat-of-your-pants kind of person, there are different ways to approach setting out your budget based on what works best for you.
Plan Your Adventure Well in Advance
The most traditional way to book a vacation is to think of somewhere you want to go, plan your vacation dates, and decide how long you want to stay. This kind of advanced planning is the usual go-to for most travelers, as it allows you to book time off of work or plan trips around school semesters, and gives you the opportunity to firm up plans before you leave.
Knowing when and where you are going also has another key advantage — it gives you plenty of time to save up all the cash you will need to really enjoy your time there. Booking in advance also means you get your choice of cheaper accommodation at better rates.
Book months in advance and you can research your planned itinerary and potential expenditure, and maybe even save enough extra for upgrades of luxuries to make your adventure truly special. This kind of planning is a great incentive for saving hard.
Travel Based on Your Bank Balance
If, on the other hand, you want to take your cash and get the hell out of dodge, you can work backward to identify the most amount of fun you can have for your money. If you are feeling lucky, and you know how much you are willing to spend, the world really is your oyster.
The awesome power of the internet has made impulse traveling even easier, as you can simply hit up any number of booking sites to find an exciting destination, as well as suitable flights, accommodation, and excursions in just a few clicks.
Another great way to make your budget go further is to think outside the box. Visiting popular destinations out of season, taking shorter vacation times, or even looking at places away from the main tourist trail can all make your money go further.
A trip to the legendary Yosemite National Park during April or May, for example, is a great way to experience some of the most iconic open spaces in America before the schools let out, or hit the beaches of Miami or the Florida Keys during September and October when tourists shy away from the increased risk of stormy weather.
You can also look at alternatives to the more traditional resort destinations to get more bang for your buck. Consider a trip to Reno instead of Las Vegas, hit the slopes in Winter Park instead of the sky-high prices in Vail, or take in the history of Williamsburg and avoid the price tags of New York or Los Angeles on your next city break.
To help you plan and keep track of your travel budget we have created a free, handy Microsoft Excel spreadsheet.
📋 Click to Download Our Travel Budget Template > 📋
Travel Budget Considerations
When planning your travel budget, there are lots of different things to consider. Break down your budget into subsections to make it easier to plan and stick to:
One of the most essential elements of your travel plan will revolve around the legal and local requirements for travel to and from your destination. You must research any visa requirements and restrictions before you fly, and be sure to have all the documentation you need before you leave.
Most countries will have their own individual and very specific entry requirements, and there may be restrictions on how much local currency you can bring with you, as well as how long you can stay.
As a very rough guide, some examples of the requirements for U.S. citizens could include:
- Travel to Europe — If you are traveling to or through any of the main 26 European countries, you must know the requirements of the Schengen Agreement, which eliminates borders and assumes that travelers will be able to enjoy up to 3-months of visa-free travel. This will change in January 2021 with the introduction of the ETIAS .
- Travel to Australia — You must have a valid U.S. passport and an Electronic Travel Authority (ETA) to enjoy up to 90 days of travel in Australia.
- Travel to Central America — You will not need a visa to visit most Central American countries, but you may need a tourist card for some destinations (~$10) to allow stays of up to 90 days visa-free.
- Travel To South Africa — You must have a valid U.S. passport, but do not need a visa for stays of 30 days or less.
Check out our guide to tourist visa information on over 100 countries.
There are many great reasons why you should always buy travel insurance coverage for your trips overseas, and only 1 reason not to. Trust us. If the worst should happen while you are away, you will wish you hadn’t tried to save money by skipping on the insurance, so make sure you always make space for travel insurance in your travel budget .
The best travel insurance policy does not necessarily have to be the most expensive one you find, but it probably won’t be the cheapest either. With this in mind, shop around and speak to a variety of providers before committing to any 1 product.
There will be different levels of coverage available to suit the requirements of every type of traveler, from lone backpackers to family vacations, but at the very least you should try to include:
- Emergency medical expenses
- Repatriation expenses
- Cancellation or curtailment coverage
- Lost baggage coverage
- Travel delay/missed departure coverage
- Journey disruption coverage
- Personal liability coverage
- Legal expenses coverage
- Electronics loss/theft and damage coverage
Depending on where you go, what you’ll be doing, and the nature of your trip, you may want to also consider dedicated financial protection that could include specific coverage for:
- Winter sports coverage
- Terrorism disruption coverage
- Cruise coverage
- Business coverage
- Sports equipment coverage
It is important to remember that the domestic health insurance that you use at home will not necessarily cover you if you get into medical trouble overseas . Don’t leave it to chance — invest wisely in your travel insurance and never skimp on the coverage just to save yourself a few bucks before you go.
You should also look into insurance coverage for your prized electrical items and personal belongings, too . While we would recommend leaving the diamonds at home, unless you are going somewhere exceptionally glamorous, many of us will take expensive electronics with us everywhere we go.
Find coverage that offers repairs or replacement for damaged, broken, lost, or stolen items before you go.
Hot Tip: There are some credit cards with travel insurance , so you might already have some coverage without knowing it!
Some parts of the world pose more of a risk to our health than others. By ensuring that you have all the travel vaccinations you need before you go, you can reduce the risk of developing serious diseases that your immune system may not be used to.
You can pretty much be vaccinated against all of the world’s most common communicable diseases at your local doctor’s office, health care center, or health department, and there will be medical professionals who will be able to provide you with useful information for your trip.
You will need to do your own research before you travel and speak to healthcare providers about the risks. But, as a rough guide to keep in mind when planning your travel budget, here are some of the most common travel vaccinations and their approximate costs:
- Cholera — A single-dose oral vaccine costs around $45.
- Hepatitis A — A single-dose vaccine costs around $115.
- Japanese Encephalitis — 2 doses given 4 weeks apart costs around $290 per injection.
- Meningococcal Disease — This single-dose vaccine is recommended from pre-teenage years and costs around $135.
- Rabies — A series of 3 or 4 injections into the muscles over the course of 4 weeks costs around $3000 for the entire course.
- Typhoid Fever — A single oral dose for anyone over 6 years old costs around $60.
- Yellow Fever — This vaccine is not stocked everywhere, but if you can find a clinic that offers it, you will need a single shot costing as much as $350.
- Malaria — There is no single vaccine, but antimalarial tablets can be taken to reduce the risk of contracting the disease by 90%. These may need to be taken as far as 3 months in advance and can cost anything from $20 a pack up to $260 per pack.
What you need to take with you will depend very much on where you headed. Whether you choose to travel light or max out your luggage allowance is up to you, but there are plenty of ways to help keep costs down when it comes to packing for your next adventure.
Compile a Capsule Wardrobe
Travel guides always bang on about the legendary “capsule wardrobe” — but it literally is a real thing. By taking 7 or 8 items of clothing with you that can be worn in a variety of ways you can dress for days at a time without worrying about overfilling your luggage or maxing out your travel budget.
Choose 2 pants, skirts or jeans, 3 tops, 1 sweater, 1 dress or a smart shirt and a coat or jacket, and you should be pretty much good to go. Throw in beachwear, sports gear, or thermals as-needed and some socks and underwear to see yourself sorted for the duration of your stay.
Another way to keep costs down is to avoid buying new stuff for every vacation . Your favorite bikini, flip flops, party dress, or even hoodie should be shown off time and time again, so never feel the need to replace your vacation clothing unless you really need to.
Here are some destination-specific packing lists:
- Beach Vacation Packing List
- Cruise Vacation Packing List
- Disney Vacation Packing List
If you want to take your travel camera with you, your GoPro for awesome live video, your phone, tablet, laptop, headphones , or any other bits of kit — think carefully about whether or not you really need it.
Taking more expensive gear with you increases the risk of stuff getting lost, broken, or stolen, as well as weighing your luggage down and tying you to charging ports and electrical sockets.
Keeping Clean
Most people like to have their favorite toiletries with them, but save money and space in your luggage by not taking full-size products.
You needn’t even worry about wasting money on cute little travel size products either. Simply decant your full-size bottles and pots into smaller travel containers instead . This is super easy to do, meets with TSA regulations, and saves you a few dollars here and there.
Alternatively, buy what you need when you arrive. Most destinations and airports will have plenty of shops to choose from. One area where you shouldn’t cut costs, however, is sunscreen. Buy the best you can, ideally from a trusted brand, before you leave.
Finally, check if the airline you are using charges extra for checked baggage and if so, see if you can get away with just a carry-on case instead.
The amount you pay for your flights will vary widely depending on a wide number of variants, including:
- Your destination
- Who you choose to fly with
- Whether you fly direct
- Whether you fly return or one-way
- The day of the week and time of day that you fly, and even the time of year
- Where you fly from
- When you book
There are many different ways to fly around the skies, but here are some ways to bag cheaper flights :
- Use Points and Miles — If you aren’t accumulating points to fly, read this beginner’s guide to get started.
- Book as Early as You Can — Flights often significantly increase in price within 3 weeks of the departure date.
- Stay Flexible — Flights leaving on different days or at times of day can be cheaper than others.
- Don’t Dismiss Discount Airlines — Short journeys, internal flights, and even some international journeys can be way cheaper on discount, no-frills airlines.
- Sign Up and Shop Around — Sign up with airlines direct to be notified of discounts and flash sales, and be sure to check in on all airlines that fly to your preferred destination.
- Use Aggregation Sites — Sometimes this is a winner, sometimes it isn’t — but don’t be afraid to try. Sites like Kayak or Skyscanner can be good, but don’t just accept the first price they give you.
- Buy Connecting Flights — It can be cheaper to buy 2 separate connecting flights than a direct 1. Check your destination and see who stops where along the route.
Again, how much you spend on where you stay is entirely up to you. Keeping costs down can be harder in large cities or expensive beach resorts, but there are ways to rest your head without losing your mind over the cost of it all.
Whether you are going for an all-out 5-star luxury or a family-friendly motel room, there are always deals to be had. Book direct through the hotel, include weeknights or a Sunday night in your stay, and be flexible on location.
Hot Tip: A hotel just outside of town, for example, will offer more attractive nightly rates and free parking and will usually represent better value for money than a downtown hotel will.
Renting a private home or vacation apartment on a short term basis can be much more affordable than a hotel. You can also find some superb properties for rent, complete with everything you need to enjoy your stay.
Fully-equipped kitchens, parking, TVs, and even pools often come standard and depending on your destination, there are lots of great Airbnbs and other holiday rental websites available.
If you are heading to the coast, the backcountry, or just getting out into the great outdoors, camping can completely transform your experience. Many campsites come complete with showers and cooking facilities and even pools, sports facilities, and fitness centers. You can take your own tent or rent one.
Another great way to save money on accommodation is to look at hostels in the area. A far cry from old fashioned student accommodation, many modern hostels are clean, bright, and modern and offer a combination of dorm-style bedrooms and private double or family rooms with en-suite facilities.
Hot Tip: Hostels are a great way to stay right in the middle of some of the most expensive cities in the world.
Rent a Recreational Vehicle
Another great choice if you are heading out on the open road, RVs can save you a fortune as you literally take your accommodation with you. RV trips are fun, family-friendly, and provided you aren’t always in a gas station, a great way to save money on where you stay.
RVshare and Outdoorsy are 2 companies that rent out campers and RVs.
You can pretty much rent any kind of vehicle , anywhere in the world. Although if you are staying in a city, public transport is a much more useful and affordable proposition.
The same rules also apply to some intercontinental trips, as well. For example, it can be easier and cheaper to travel through Europe using trains and buses than worrying about having to take care of a car when you get there.
If you want to explore out of the way destinations, hard to reach beaches, or just like the idea of being free to come and go as you please, car hire is readily available in most corners of the world.
Before you commit to it, think about the rental fees, fuel costs, and other potential expenditures and compare the costs of using public transport in your chosen destination.
Car hire here in the U.S. will vary depending on the type of car you choose and how long you intend to hire it. Small city cars are the most cost-effective, and big SUVs, 4x4s and luxury cars can also be hired if you have deep pockets.
When it comes to car rental, keep your costs down by:
- Booking your vehicle in advance
- Looking outside the airport as you may get a better deal in town
- Choosing a practical vehicle to suit your needs, not your dream supercar
- Being aware of mileage limits and one-way fees
- Use a credit card with car rental insurance , so you can be ready to turn down unnecessary add-ons and cross-sells that you don’t need
- Making sure the vehicle is checked for damage before you take the keys
- Only hiring it for as long as you need it
- Keeping your eyes out for deals on particular types of car, and better prices for longer-term rentals
Most tourist hotspots, big towns, cities, and even some iconic landmarks will offer a wide range of public transport options to get you around. There will be more choice and more frequent services in highly populated areas, while services may become more restricted further out in the countryside or suburbs.
If you are clever, you could save yourself a small fortune by grabbing good deals on public transport, leaving you with more cash to spend on the fun things in life.
Try these to tips for traveling around town on the cheap:
- Buy daily, weekly or even monthly travel passes in advance
- Bulk buy tickets online or via an app
- Take advantage of student passes or discounted fares for families, seniors, or children
- Avoid traveling during peak commuter times
- Services like Greyhound offer cheaper fares for mid-week journeys
- Sign up for early notification of flash sales and other promotional codes and discounts
Wherever you are headed, there will no doubt be plenty of things to do and places to see when you get there. The key to not missing a single thing is researching everything before you leave.
Have a plan in place of all the activities you want to take part in and the attractions you want to see and integrate the potential entrance costs, additional fees, and other expenses into your initial budget.
With a bit of luck, you will be able to find plenty of local discounts, city passes, and money-saving ways to see all of the very best attractions at rock bottom prices.
Pick up a copy of the local listings magazine or newspaper and check out free events , as well as using the coupons and discount codes they supply for all kinds of attractions. You can also subscribe to online discount sites like Groupon to find discounted ticket prices.
Historical landmarks, museums , art galleries, theme parks , sporting events, concerts, and many more attractions often offer reduced entrance prices at off-peak times or group discounts to entice visitors in. Some even have a free entrance day once a month.
Big cities often have lots of free entertainment on offer, too. Check out the artsy districts of major cities for street entertainers and free shows. If you are heading to the beach, research costs such as sunbed rental, locker rental, and even the menus at local restaurants to gauge an idea of how much a day on the beach could potentially cost you.
If you want to try your hand at surfing, sailing, or other kinds of water sports, you may want to get back on the internet and find reduced price lessons or discounts for group bookings.
While you may have budgeted every dollar down to the last cent, you should also keep a contingency plan for some pocket money . Days out in the town, lazy afternoons on the beach, or even a trip on a planned excursion can present you with lots of little unknown expenses.
Whether you need to buy an extra bottle of water, some sunscreen for your face, or entrance to additional attractions, keeping a little cash on you is a good way to be prepared.
Large amounts of cash should never be carried about your person while you are out exploring, but a couple of dollars stashed into your pocket or travel wallet and can be incredibly useful.
In order to keep your money safe, you should:
- Never flash wads of cash
- Keep your notes and loose change somewhere safe like your inside pocket or in a money belt
- Carry small denomination notes and coins
- Understand the local currency you are carrying, so you known how much to give over when paying
Walk-around money is simply a little buffer to keep you going, but set yourself a daily budget and stick to it.
These days, almost everyone travels at some point. This means that those unusual and unique products that we used to buy as souvenirs are no longer as sought after as they once were.
Nearly every tourist destination on earth will be able to sell you tacky bits and pieces for you to take home, but savvy travelers bypass these and look for more personalized and unique mementos to take home with them instead.
Bottom Line: A t-shirt here, a guide book there, and lots of little bits and pieces in between can soon add up. Spend wisely, and if you must buy gifts and souvenirs, choose ones that have a special meaning to you, that you can treasure forever.
To help make your research easier, some clever folks who have traveled before you have made websites that can help you to research and plan every single aspect of your next big adventure and what the costs involved may be.
Budget Your Trip
Budget Your Trip is a huge repository of travel costs that have been hand-gathered from thousands of travelers, and now provides an incredibly comprehensive guide to how much your trip will really cost you.
You can create and personalize your very own travel budget once you register with the website. You can also pick up tons of top travel tips and advice for both new and experienced travelers alike.
Nomad List offers a heap of resources and information for remote workers, digital nomads, and travelers, Nomad List is designed to help users navigate the world. Find information on thousands of destinations, places to work, neighborhoods to stay, and even make new friends before you go.
A great site for anyone who wants to work and travel for longer-term adventures, you can ask questions and arrange meet-ups to touch base with other like-minded wanderers.
This clever little website has 1 goal in mind — to let you know exactly how much money you really need to stay at your dream destination. Expatistan offers direct comparisons between different locations and the website is essentially a giant cost-of-living database that is updated and improved on a regular basis.
Using collaborative information garnered from expats from all over the world, this website really will give you the lowdown of where you can, and can’t, afford to be.
Keeping track of your expenses using your bank balance alone can be a real pain. A dedicated travel money app will help you to keep control of your finances, even when you can’t check the internet. Here are some of the best:
Trail Wallet
This easy to use expense tracker is a great way to keep an accurate record of your finances on the go. Designed to be incredibly intuitive and easy to use, you can make a note of all your expenses in a way that makes the best sense to you. Set up daily spending limits, view records of your recent outgoings, and upload images of receipts for multiple trips with custom start and end dates.
Perfect for use both at home and away, this clever little app will even let you input amounts in local currencies from over 200 countries , and you can update the app with the current exchange rate.
Trail Wallet can be used on both iPhone and iPad and is free for up to 25 items, or unlock unlimited amounts for continuous travel with the $4.99 upgrade.
Trabee Pocket
Trabee Pocket is available on both iOS and Android, and you can choose between the free version or additional services in the paid-for version. Even with the basic version, you can add the details of as many expenses as you like, covering various trips and destinations. You can choose your currency, and there are 8 basic categories to file your virtual expenses under.
You can add images of the physical receipt and produce an expense report and breakdown of expenditure using the data from each category . The upgrade costs around $2.49, and you can add multiple currencies and additional customized categories.
All in all, Trabee Pocket is sleek and an easy to use app that helps you to see how much you are spending and where you are spending it.
TripCoin is a concise and easy to use app that is available on iOS only. It is free to download , and there are no upgrade options at the present time. This smart app allows you to keep tabs on your spending at the touch of a button while making is super easy to add new entries when you need to.
Summary reports can quickly be compiled to let you see progress reports and spreadsheets, and you can even export the data to Excel, Numbers, Open Office, or Google to keep your inner accountant happy anywhere in the world.
Wally was designed to help anyone to manage their finances, anywhere in the world easily. It promises to offer a simple, seamless tool that works in an intuitive way, making it super easy to keep track of your money on the move.
The basic version allows you to add details of all of your regular incoming and outgoings as well as inputting your day to day expenditure, creating groups to manage joint accounts, and splitting payments with your friends when you need to.
It can be set to your local currency and lets you divide your outgoings into easy to find pre-set categories. Available on both iOs and Android, you can upgrade to the paid-for version for $24.99 a year to enjoy unlimited trips and categories.
This is a brilliant invention for anyone traveling with friends. Available on both iOS and Android, you can download it for free, but an in-app upgrade is available to Splitwise Pro. No more scrambling around with a pen and paper to split the bill, this app allows you and your buddies to keep track of your shared expenses and balances at the touch of a button.
You can add a bill, and choose how to split it, or send text or email requests to remind your friends and family that payments are now due. You can also categorize your expenses, calculate amounts in over 100 different currencies, and even sync all of your expenditures with the Cloud.
If you want to keep a more detailed record of your accounts, this little app will also export the data into easy to read CSV reports.
Before you worry about how to manage your finances while you are away, you will need to devise a plan that gives you the funds to get you there in the first place. Unless you have been blessed with a sudden windfall or a lottery win, you will need to save your cents to achieve your goals.
Set a Savings Timeline
If you receive a regular wage, or you are able to forecast your earnings accurately, you can start to set a timeline on how long it will take you to save up for your vacation . If you put aside just $100 a month, for example, you will be able to have $1200 to play with in just a year. This amount may not pay for a new life abroad, but it could you buy a week by the ocean.
Bottom Line: Think of where you want to go to, find out how much it will cost, and then set a monthly savings goal and stick to it. Some months you may have to sacrifice on your social life or shopping habits, but it will all be worth it in the end.
Multiple Savings Accounts
Once you know how much you need to save each month, be sure to physically remove that money from your day to day bank account. Set up at least 1 separate savings account and electronically move it , or set up an automated payment to leave your regular account on payday.
Visualization
Re-train your brain to save instead of spend, and you will be able to tally up every cent you save with something amazing . Your first $150 saved, for example, could mean that you have those tickets for that boat party in Miami in the bag, or that you are on your way to paying for a 4-star hotel instead of a mid-range one.
Whether you are dreaming of trekking up the Himalayas, backpacking around Asia, Interailing through Europe , or a long-awaited family vacation, seeing what your savings can afford will super motivate you to save more.
Wherever you are planning on traveling to, being in control of your finances will make your experience even more amazing. Worrying about getting into debt on your credit cards or not having the cash in your pocket to really explore the region will ruin your adventures.
Save hard, spend well, and look for ways to save money across every aspect of your trip. Plan your spending before you go and keep track of your expenditure while you travel. There are deals to be had on flights, accommodation, food, attractions, and almost every area of your next vacation. Plan in advance and enjoy knowing that you are having the best time for less.
Frequently asked questions
Where can i travel with a low budget.
There are plenty of excellent places to travel on a low budget. Here are some great options:
- South Africa
How much should I budget for a trip?
There are lots of factors that make up how much you should budget for a trip. Where you are going, the time of year, your travel style, what you want to do, and how long are you going for are just some of the considerations. It’s best to work out exactly what the trip would cost, cut out anything you can do without, and go from there.
How do I stick to a budget while traveling?
The best way to stick to a budget while traveling is to keep track of all your expenses so you know exactly where you are against your budget. The easiest way of doing this is to use a travel budget and expenses up like Trail Wallet, Trabee Pocket, or Tripcoin.
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- June 4, 2013
Travel Planning for Executive & Administrative Assistants
When I was an executive assistant planning hundreds of trips for my executive over a 20-year period, I thought I did a good job. Most of the time, my executives were pleased. But I really didn’t understand the intricacies of travel until I became an executive and traveled often. For 22 years, I have been traveling; mostly within the United States. I have had a few trips to Bermuda and the Caribbean but not overseas—this is by choice. So, if I think it is tough being a traveler in the United States, just imagine how difficult it is for the executives who travel great distances often—and have to show up for meetings! Being a road warrior is not glamorous like people think. You spend hours and hours waiting in the airport; dealing with changed scheduled; late flights; bad weather; lost suitcases; rides that don’t show up; uncomfortable beds and noisy hotels. I could go on and on about the difficulties of traveling but I won’t. I hope you get the picture. So anything you can do to make your executive’s life easier when planning travel is outstanding! I am going to share with you, my tips from experience on both sides of the desk on how to plan business travel .
I often hear executives tell me that they don’t think their executive assistant or administrative assistant is doing the best job of the planning of their travel, even though their assistant has been working with them for years. So this subject is a big deal and one you should pay attention to. Of course, every executive has their preferences when it comes to travel. For me, I always want an aisle seat toward the front of the plane. And I prefer to sit on the left side of the plane, as you enter the plane. Some executives do not want less than a 60-minute layover because they don’t want to run through long concourses. You must know what your executive prefers and cater to that. Also, be warned that their preferences can change. So where I may tell Jasmine don’t let me get into a city later than 5:00 p.m., I may change my mind because it is summer and it will stay lighter later in the day; I have been to this city numerous times and know my way around; I know the client and class and can linger a little longer in the morning before showing up for the class.
I am sharing with you a few things to consider when you plan business travel. There are many more considerations and I will be offering online training on this topic later this year with other pertinent topics to make your life great and make you a more effective assistant. For now, consider some of these points as you arrange for business travel. As you go through my business travel checklist, ask yourself:
- Am I already doing this? If so, are you doing this every time?
- Do I need to do a better job?
- If I’m doing this, why not? How soon can I implement this action?
Business Travel Itinerary should include:
- Weather report for each day leader will be in the arriving city and other cities he will be visiting during his trip.
- Any issues or events in arriving city that could affect leader’s travel into the city or when he arrives or departs the city.
- Main contact’s cell phone number (for emergencies or in-transit arrival delays or changes).
- At the very top of the first page, have a noticeable box with ALL contacts’ names and telephone numbers. The leader should not have to hunt through the itinerary to locate these if he needs them quickly.
- Frequent Flyer Club Information – locations of clubs at the airport(s).
- Will food be served during the flight? If so, is it a snack or meal?
When traveling for business, a leader should leave the following items home:
- Copy of his/her itinerary (and other important information)
- International trips: Copy of passport (photo and visa pages)
- Unneeded credit cards
When booking flights, the assistant needs to consider:
- Layover time—should not be too long but must be long enough for the leader to walk through concourses and make his connection.
- Is this the best time of day for the leader to depart local airport based on when he needs to arrive?
- Is this the fastest route? Sometimes it is better to wait at the airport for a later flight that is a direct flight then to take an earlier flight with connections and arrive home later than the direct flight.
- Upgraded seating available? When can you check for availability and how many hours before his flight will he be notified—24 hours?
- What other benefits does leader have with the airlines and his Frequent Flyer status?
Other business travel preparation tips for an assistant:
- How can I more effectively work with the travel agency to find the most efficient ways to structure leader’s travel given all factors of each trip, i.e., time frames, travel dates, meetings with customers, dinners, time to and from airports, etc.
o Ask about other options that better suit leader’s requests.
o Do some of your own research about the flight(s) and then speak to the travel agent.
o Tell them to confirm that this is the best, most efficient, most convenient route for leader’s travel.
- Have you thought through the schedule the travel agency gave you? Once the schedule has been identified, think through the entire trip as if you were the traveler—does it make sense?
What meetings, luncheons, or dinners should be scheduled? (Always think: what, who, when, where)
- Team Dinner
o Who needs to be invited?
o Restaurant, club or other facility?
o Any special communications from you to the team?
- Town Hall Meetings
- Customer Meetings
- Business Colleagues
Restaurant Name: _________________________________________ Address: ________________________________________________ Phone: _________________________________________________ Website: ________________________________________________ Dress Code: _____________________________________________ Type of Meal: _____________________________________________ Guests Attending: _________________________________________
- Leader’s notes, folders, files (soft or hard copies)
- Handouts and other documents
- PowerPoint slides (saved to USB?)
Cash for Travel: Make sure leader has cash a few days before he departs. Here is a suggested list. Find out Leader’s preferences. This will depend on the length of his trip and where he is traveling to. An example is
$1.00 (10 bills) $5.00(6 bills) $10.00 (6 bills) $20.00 (6 bills) $50.00 (4 bills) $100.00 (3 bills) Does leader want Traveler’s Cheques? If so, how much and in what dollar amounts?
- Cell phone charger (or Universal charger)
- Laptop (and carrying case)
- iPad (and carrying case)
- Spare batteries
- Lighter (for emergency/power outages at hotel due to storms)
- Plug adapters and voltage converters
- Trench coat
- Casual attire
- Business attire
- Workout attire (including tennis shoes)
- Business suit or sports jacket
- Toiletries (place in appropriate baggies if taking a carry-on suitcase)
- Personal items
- Medical items:
o Prescription medications o Advil o Tylenol o Sinus medicine o Throat lozenges
- Boarding Pass
- Business cards
- Pens and/or special notepads or portfolio for writing
NOTE : Carry-On Baggage Although there is no regulation for common items such as clothing, reading materials, cameras and laptop computers, the TSA regulates the number of liquid items, such as toothpaste, shampoo and bottled water, permitted in carry-on luggage. Travelers must pack their liquid items in a single, clear quart-size bag. Each item in the bag must be in a 3.4-oz. or smaller container. Airline passengers can also take small scissors, those with a 4-inch or shorter blade and tools that are 7 inches or shorter with them on the plane, although larger tools are prohibited.
Departing leader’s home first day of travel: Town car service to the airport and schedule the pickup for the leader when he returns home. – Times (allow sufficient time get to the airport; are certain days busier at departing airport than others, such as Monday?) What times of day are busiest for driving to the airport?
Arriving City: Town car service (driver needs to be there when leader arrives) If yes, where is driver meeting leader? – Bottom of escalators – At baggage claim – Curbside Does leader need to call the driver upon his arrival?
Will the driver be holding a sign with his name on it near baggage or at the baggage carousel? Or will the name card be placed in the car window for the leader to see curbside?
Taxi pick up – Where are they located? Is there a taxi booth or does leader just step outside to the curb?
Will an individual be picking up the leader from the airport? If so, provide all details.
Car rental? If yes, provide all details.
Travel time (not miles) to destination: ________________
Hotel Information: Name: ________________________________________________________________ Phone #: ______________________________________________________________ Address: ______________________________________________________________ Website: ______________________________________________________________ Confirmation #: ________________________________________________________ Cancellation Policy: _____________________________________________________ Non-smoking room: _____________________________________________________ Room type: King or 2 Queens/2 Doubles ____________________________________ Prefers room be located away from the elevators and very end of hallway Does Leader prefer certain floors (lower vs. higher in case he has to exit for fire) Internet Service – Free – Charge at $ __________ per day (or 24 period) Concierge Floor requested Yes ____ Hours of operation __________________ No ____ Exercise Facility In Hotel – Where in the hotel? – Hours of operations Reciprocal club near hotel? Pool Indoor Outdoor Restaurant(s) in the hotel: Full-service restaurant(s) Café only
Restaurants within walking distance (full-service/fine dining vs. casual)
Nearest Pharmacy Name ________________________________ Phone # ________________________________ Hours ________________________________
Emergency Medical Information for International Travel: provide details
Transportation from Hotel to and from Scheduled Meetings/each day: Date:
Mode of transportation:
Time of departure from hotel:
Who will be meeting leader? Exactly where will they meet leader once he arrives? What time?
Don’t just plan travel— try to imagine that you are taking this trip. You want every detail covered. If you support a female traveler, safety and security will be their #1 concern. Good luck. I hope you feel like you have some good checklists started to help you plan better business travel for your executive now.
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Essential Business Travel Itinerary Templates for Successful Trips
Planning travel itineraries is one important aspect of an Executive Assistant’s work. Executives usually travel to meet key business partners, pursue game-changing deals, and attend high-profile conferences and meetings. The success of these mission-critical travel plans rests in the hands of smart, capable Executive Assistants (EAs).
To help EAs ace every trip, we’ve created business travel itinerary templates that steamline the travel planning process and establish a consistent standard itinerary that executives will love receiving again and again.
Many of these templates came straight from our Facebook groups for Executive Assistants ! See what nuggets of wisdom our community has to offer and jump into the conversation.
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Conference Travel Itinerary
To have the most successful conference experience possible, executives must follow a military-precise schedule. Conferences demand careful planning over spontaneity; if an attendee wants to network with certain people and attend certain sessions, then they have to follow a carefully engineered itinerary that heavily focuses on logistics.
Must-have details for a conference travel itinerary:
- The trip’s overall arrival and departure times and essential transportation details. When does the executive need to leave home to make it to the airport? Will she provide her own transportation or has that been pre-arranged? Consider all the little questions you subconsciously ask as you plan your own trips, and include the answers as itinerary details.
- Travel confirmation/reservation numbers, (These are good to have on hand to make trip details easy for customer service representatives at different transportation hubs to look up if there are questions or issues with the executive’s plans.
- Parking details, including restrictions, costs, and physical addresses for parking lots and garages, at all destinations. (A tricky parking situation could equal missed meetings or conference sessions.)
- Seat numbers. (It’s always helpful for a traveler to memorize these.)
- Addresses of the relevant transportation hubs, such as the airport, car rental office, and train station.
- Screenshots or printed copies of confirmation emails and tickets.
- Terminal details. (This is especially important for large airports or train stations where terminals or gates can be miles apart and require travelers to take shuttles to and from.)
- Printed maps (downloaded from online tools) to use as a backup for cell-phone GPS in areas without reliable internet.
- Check-in and check-out times and dates and also addresses for all the trip’s lodging.
- Lodging amenities. Is there an on-site gym, a spa, or maybe laundry facilities? Knowing these key details lets executives better plan trips. For example, a traveler might decide to wake up two hours early every day to hit the on-site gym before the conference starts.
- Transportation tips. Make it easy for the executive to navigate to and from the hotel. Make notes about restaurants or places of interest within walking distance to the executive’s home away from home. You could also flag hotels that offer shuttle services and hotels near reliable public transportation hubs.
- Screenshots or printed copies of relevant lodging confirmation emails.
- Meeting and conference session times and locations.
- Meal times and snack times. (No one wants to network while hangry on an empty stomach)
- Work windows. Highlight relatively open time frames when executives can plan to do follow-ups immediately after important meetings and conference sessions. Executives can also use these windows to check in on regular work and associates at the home office.
- What to wear. You might provide dressing tips based on the executive’s schedule for the day. For example, you might advise the executive to dress casually for a morning breakfast meeting, but tell them to pack a blazer to dress up the outfit if they won’t have time to change before an afternoon meeting.
- Break times and lengths. Highlight when the executive will have down time to do some work, go to the gym, or just grab coffee. Earn extra brownie points by incorporating elements, such as meditation or family phone calls, important to the executive’s daily routine.
- Recommended wake up and bed times.
- Weather forecast and packing suggestions.
- Places to eat. (Do your Yelp research to avoid leading your executive astray!)
- Travel pro tips. Outline crowded or touristy areas, high-traffic roads, and other factors influential to the travel experience.
- Contact information for people attending the executive’s scheduled meetings
Conference travel itinerary template
Media tour itinerary.
Unlike conference itineraries, media tour itineraries rely on flexibility and leeway. Plan an itinerary with plenty of breathing room in between media meetings to accommodate and even encourage the possibility that meetings will run over time. In the world of the media tour, a long-running meeting might simply mean an executive is building solid relationships with media professionals.
Must-have details for a media tour itinerary:
- Include the trip’s overall arrival and departure times and essential transportation details, plus arrival times, departure times, and addresses for each meeting of each day. During a media tour, an executive will bounce from location to location, so it’s essential to have all the travel logistics outlined.
- Last-minute transportation options. (Help executives avoid missed meetings by making sure they have backup options in case the planned transportation choice falls through.)
- Lodging amenities.
- Transportation tips.
- Screenshots or printed copies of confirmation emails.
- Meeting times and locations.
- Dockets on the media professionals and their publications. This will help executives prepare for successful meetings.
- Work windows. Highlight relatively open time frames when executives can plan to do follow ups immediately after important meetings.
- Places of interest/recommended stops around each meeting location. The busy media tour schedule doesn’t allow executives to do much exploring. Help them get a little taste of the city by calling out easy-access pit stops.
Media tour itinerary template
International travel itinerary.
The success of an international travel itinerary hinges on preparation designed to give travelers the tools they need to understand the basics of communicating and navigating through different countries.
Must-have details for an international travel itinerary:
- Include the trip’s overall arrival and departure times and essential transportation details. Plan for the executive to arrive early enough to the airport to avoid any travel snafus, and be sure to include arrival and departure details for any connecting flights.
- Included relevant details on the primary mode of transportation the executive will use to navigate the other country. For example, if an American businessman is taking a trip to London, he’d likely want to have all the London Underground basics down, including what kind of pass the system requires, how to plan routes, and how to understand schedules.
- Call out relevant international travel applications that could help the executive easily get around.
- Parking details.
- Seat numbers and international in-flight meal and drink details.
- Addresses of the relevant transportation hubs.
- Details for all terminals. (This is especially important for large international airports or train stations where terminals or gates can be miles apart.)
- Lodging amenities. Does the hotel have necessary appliance adaptors? Do they offer complimentary Wi-Fi?
- Transportation tips. Recommend the best ways to navigate the unfamiliar city to make executives feel as comfortable as possible during the trip.
- Meal times and snack times.
- Work windows.
- Pull out some frequently used words in the destination’s native language, especially if most people from the destination speak a language the executive doesn’t know.
- Include key points from travel guides. Offer some takeaways about local culture, especially cultural norms that impact business interactions. These norms might include things like standard greetings, tipping practices, meeting and eating etiquette, and communication styles.
- What to wear to avoid looking like an outsider.
- Recommended wake up and bedtimes to mitigate the effects of jet lag.
- Weather forecast and packing suggestions, especially if the destination will be in the middle of a season different from the season at home.
- Places to eat. (You might also include some popular dishes and food “vocabulary” words to help executives navigate menus.)
- Travel pro tips.
International travel itinerary template
Sales roadshow travel itinerary.
Don’t ever hit the road without a well-planned sales roadshow itinerary.
Must-have details for a sales roadshow itinerary:
- Include the trip’s overall arrival and departure times and essential transportation details for all roadshow stops.
- Include relevant details on the primary mode of transportation the executive or executive team will use to get from event to event. Is this an international roadshow, a cross-country roadshow, or simply an intrastate roadshow?
- Include check in and check out times, dates, and also addresses for all the trip’s lodging.
- Roadshow times and locations.
- Weather forecast and packing suggestions for each roadshow location.
- Places to eat along the road. (Do your Yelp research!)
- Places to stop along the road. A few quick stops at fun landmarks will help keep executives and salespeople refreshed and ready for the rest of the roadshow.
Sales roadshow itinerary template
Personal vacation travel itinerary.
Even relaxed personal vacations can benefit from structured itineraries.
Must-have details for a personal vacation itinerary:
- Include the trip’s overall arrival and departure times and essential transportation details.
- Screenshots or printed copies of confirmation emails and tickets
- Include check in and check out times, dates, and addresses for all the trip’s lodging.
- Lodging amenities. Does the hotel or rental house have a kitchen, home theater, swanky basement bar, pool, or ping-pong table? Travelers can better plan their trips when they know what they’ll have access to at their home away from home.
- Places to eat near the hotel or rental.
- Travel pro tips. Customize the tips you include according to who the executive is traveling with. Include romantic spots for couples trips, kid-friendly attractions for family trips, and more.
- Outline times and details for each day’s main entertainment/event.
- Leave plenty of time for relaxing meals.
- Plan extras. The executive will likely provide the day’s main events, but you can look up quick stops on the way to those events and the traveler can pick and choose some spontaneous stops.
Personal vacation itinerary template
Which itinerary would help you? Let us know in the comment section below!
P.S. Many of these templates came straight from our Facebook groups for Executive Assistants ! See what nuggets of wisdom our community has to offer and jump into the conversation.
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What a great idea.
This is a great resource, thank you!
Great concepts here. Great from those who do a lot of corporate traveling!
My husband travels often for his work here in Cardiff, and he asked me to find him tips on how to help with his executive travel. We love how you talked about having all the times and details on hand and making sure that you are easily able to skim and find crucial information. We will keep these tips in mind in addition to getting a professional who can help my husband as he travels.
Thanks Vivian! These tips should definitely help him while he travels.
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How to prepare for a successful business trip in 7 simple steps.
Determine Your Business Travel Budget
Strategically pack your bags, know your rights.
Before you fly, we recommend that you begin by brushing up on your rights. In the event that your flight is delayed, this could have a knock-on effect on your entire schedule, so you’ll want to be recompensed for this. Sites like Flightright show how flight delay compensation regulations have been designed with this in mind. Usually worth between 250 and 600 euros, it’s awarded to those whose trips have been delayed by more than three hours. This, however, depends on several factors, including where you’re traveling from and to. Online tools can help you to check whether or not you’re entitled to this quickly and easily through their simple online system. In the event that you are owed money, this could be put toward arranging any future trips away.
Arrange Your Travel Well In Advance
Choose your accommodation with care, create an itinerary, prepare your essential travel documents, leave a reply cancel reply.
How to Plan and Enjoy a Trip: Your Complete 15-Step Guide
Planning a trip shouldn't be a daunting affair that adds one more issue to tick off your stress list. But with so many things to consider, from the choice of destination to budget management, accommodations, routes, transport, weather, and the daily business back home, it can easily become a nightmare.
However, fear not, fellow traveler! Whether you are traveling for business or pleasure, we have just the release for your planning aches: Setapp — the platform that curates the best apps to tick everything for your trip.
It's a great way to increase your productivity and save time, without having to waste precious moments in a trial-and-error app search. So here it is: trip planning made ridiculously easy!
1 – Choose your travel destination
There are countless destinations that ooze wanderlust, so don't be surprised if you find yourself stuck and unable to make a decision. Luckily, for almost everything else nowadays, there's a solution just a few clicks away.
To narrow down your options, start by thinking about what activities you want to experience. Do you want a culturally infused trip, filled with museums and attractions, or are you longing for a chill getaway? Answering this question will make it easier to trim down your options.
Ideally, you want a destination that is unique and enchanting — something you won’t find anywhere else. Use a combination of LonelyPlanet, TripAdvisor, and well-respected travel blogs for help.
Once you have a shortlist, begin gathering recommendations from locals. As good as mainstream travel websites can be, nothing compares to local knowledge. People that call these destinations home are best placed to tell you about the lesser known places to visit: where to eat, where to stay, and where to find culture and entertainment.
To help you put all your thoughts in a way that's easier to visualize, Setapp offers iThoughtsX, a mapping app that allows you to transform thoughts into images. With iThoughtsX it's easy to create a simple-to-follow map of all your options, with pros and cons, giving you an overview of all the possibilities.
2 – Select your favorite attractions
With a destination in mind, it’s time to start thinking about your expectations of the trip: what do you want to do? Are you looking to relax or fill the days with activities? Is a shopping excursion on the cards or do you plan on staying local?
Use Setapp’s Merlin Project Express to create and manage your ultimate list of things to do and places to see during your vacation.
The app allows users to add attachments in a blink, so you can combine notes with visual aids. Merlin Project Express also has a great functionality that was made in travel-heaven: the road trip template, which will help you streamline your vacation and bring order to your itinerary. When planning your break, ask yourself:
- How much time do you have?
- What is most important for you to experience?
- What things don't you want to miss at any cost?
Cross out the places you're not enthusiastic about and voila! You'll have your final list saved safely.
3 - Crunch down the budget
Now when you know where you’re going and what you intend to do when you reach your destination, you can begin crunching the numbers.
If you want to make the most of your trip, you need to make every minute count. And by that, we mean spending your money wisely. To find out exactly how much a destination costs and get an estimate about how much you should consider spending, keep a close eye on conversion rates.
Of course, knowing how many Euros to take with you is just the end result of the deal. To figure out how much you can afford according to your salary and expenses, look back on your monthly spending and decide whether or not you want to dip into your savings account. Don't venture for trips that require more money than you have.
4 - Find the best accommodations
At this stage, the trip is really coming together. You know where you want to go and you’ve worked out the finances to afford it.
Now it’s time to find somewhere to stay. Picking a hotel in an unfamiliar destination can be a gamble. That's if you don't put in the proper research. Don't be scared by this big word. Research is just part of planning a trip, and with the right advice and tools it can be fast and pleasant.
Finding the best accommodation can, and should, be an easy and fun process, allowing you to anticipate how nice it's going to be to embrace the comfort of another country. Check out websites like Booking.com or TripAdvisor to get the best rates and deals for your check-in dates, tailored to your budget.
Browse through hundreds of pictures and easily locate the accommodations on an intuitive map, with the possibility of embedding your itinerary to fit your business travel or personal needs. Take your time to imagine yourself there and picture the view from your window. Are you smiling? Then you've found your accommodation. Book it!
5 – Plan the route
You’re all set. This trip is happening! There's great joy in anticipation. Actually, half of a trip's happiness comes from looking forward to it. That's why creating your trip route is not only efficient but beneficial to your wellbeing.
To craft the itinerary of your dreams, check out the top attractions from your destination. Websites such as LonelyPlanet are a great window to foreign places, capturing their essence in a nutshell.
To note all the valuable information down in a way that will make sense to you, Setapp offers another great mind mapping app: MindNode . Use it to map all the recommendations and ideas about the experiences you want to have abroad, clustered by proximity, type, or any other way that makes sense to you.
If your route involves traveling through different time zones, use World Clock Pro to keep track of the time at your destination and back home. This way, you can avoid calling up friends and family at 3 o'clock in the morning!
6 - Check the weather
Never pack your luggage or leave home without having first checked the weather. Because if it's going to be pouring all the time, that hiking trip might not be such a great idea and you might enjoy yourself more doing some indoor activities.
Setapp features Forecast Bar app, which combines a beautiful user interface with hyper-accurate forecasts.
Make sure to check Forecast Bar before you leave. With its forecast reaching up to 70 years in the future, you can really plan ahead. And if you want to make some assumptions yourself, the app also takes you 70 years back in the past.
Once you get to the destination, stay up to date with the minute-by-minute predictions and be one step ahead of the weather.
7 - Pack your luggage
We've all been there: forgetting that one crucial luggage item, just when you've passed the point of no return. To ensure that doesn't happen again, use TaskPaper to create a simple checklist. With its easy-to-create lists, TaskPaper ensures you won't leave behind anything important, not even the items you usually have to pack last, such as your toothbrush (and we all know how easy that is to forget!)
To use the room in your luggage to the maximum, hit YouTube and look for packing tutorials. You'll find all kinds of hints and tips there.
One nice trick is to use reusable compression bags to create more space. Another is to use the inside of the shoes you pack as containers for smaller items such as jewelry.
Also, to save more space, you can buy travel-size containers for your toiletries. Don't forget to pack snacks and entertainment for longer flights!
8 - To the airport!
Having a close eye on your flight is always a great idea! You wouldn't want to miss out on your vacation at the final stage.
Make sure you carefully check your departure time and the time you should get at the airport in order to go through the security check and customs without rushing.
Consider the time of day (or night) you're departing and the traffic conditions during those hours. If you plan to take a taxi, make sure to book it in advance. Also, extremely important for departures from big airports: check the terminal you're leaving from! You cannot afford to lose precious time moving across terminals.
9 - Organize home while you travel
While we do encourage you to immerse yourself completely in your destination and soak up everything it has to offer, we know life back home cannot always be put on pause. That's why Screens for Mac was invented.
Screens is an app that will help you access your files back home, with just a few clicks and a lot of customizable options. While you can't take your home with you, you can definitely keep in touch with your tasks and the people who matter most by connecting remotely with multiple displays. Setapp will make sure you always have the latest Screens updated version, free of ads or distractions, so you can get back to enjoying your lovely trip fast.
10 – Organize work too!
Work is probably the last thing on your mind when you’re sitting on a beach somewhere, but if you’re hit with something that can’t wait, Jump Desktop will give you access to everything you need to complete the task with minimum fuss.
What does Jump Desktop do? Exactly what its name suggests: enables you to "jump" to your home desktop and access all the files and necessary data from your home or office computer, regardless of where in the world it may be.
And that’s not all.
For you to be ultra-productive and get back to enjoying your vacation in no time, the app supports multitasking and has a series of stellar functionalities to help you move through tasks with ease. Jump Desktop is tightly integrated into macOS, letting you use Spotlight to launch connections from anywhere with advanced energy saving support.
Another trip companion you shouldn't go on vacation without (or spend any day without actually) is Shimo. Shimo is an app that enables you to work remotely through the VPN on your vacation, by following the highest security standards. Choose among a variety of VPN Protocols (OpenVPN, IPSec, PPTP, SSL, AnyConnect, SSH) and enjoy automated connections to get the work done in no time!
11 - Don't get lost in translations
While English has become the go-to language for travel, there are still a lot of countries in which (don't act so surprised!) it is not widely spoken. And even if it is, a big part of understanding a new culture comes from swirling your tongue to pronounce foreign words. You can learn a lot about people through the phonetics of the language they speak every day.
Setapp offers you an app that will help you understand, and speak, the local dialect: Mate Translate. With Mate Translate , you will instantly know if that nice local recommended you turn "left" or "right." With 100 available languages, it guarantees you will never get lost in translation.
12 – Stay connected with friends and family
While you definitely want to be living in the moment during your vacation, we guarantee you'll also want to share the best bits with family and friends. GoodTask will help make sure you don't forget these calls home.
Communicating with your loved ones isn't something you'd normally consider a task, but with so much going on during your trip, you might need a timely reminder.
Schedule calls home as a checklist on the app and back them with reminders on your calendar. You'll see that having everything organized will make your trip even more enjoyable!
13 - Start a travel journal
Every trip has the potential of opening up new perspectives culturally, personally and even career-wise. Whether you simply want to remember the good times or you have a more complex project regarding your travel adventures, keeping a diary might prove to be an enriching experience.
Diarly is an app that allows you to make notes, collect info, and write down ideas, feelings, and sweet memories. The app was created with a simple thought in mind: that every experience can be remembered by a feeling. And the more you remember, the happier you can be.
Because trips can get pretty busy, the app comes with an intuitive interface that helps you create a habit out of writing your impressions down. The app is highly customizable and supported by robust research at every step. It allows you to use selective sync and makes sure your notes are kept secure.
14 – Organize and enhance your travel pictures
There'll be photo opportunities everywhere along your route. Express your creativity and capture memories in beautiful colors, without any limitation. First, make sure you have enough room on your drive to accommodate all the images. Running low on space? Then Gemini could definitely come in handy. With just a few clicks, it will find any duplicates on your computer and delete them to make more space.
Where Setapp also comes to the rescue with a curated app that's perfect for preparing your computer for a journey is AnyTrans . This app might just be the answer to your file management prayers. From transferring files and folders to backup solutions, AnyTrans lets you swipe through the maze of files and media like a pro. Transfer to Mac or clone photos between iPhones – there are no boundaries as to where your files should end up.
Another great resource for your travel photos (and not only) is the simple yet powerful photo editor - CameraBag Pro . Also curated by Setapp, CameraBag Pro enables you to turn the beautiful sights you photograph into even more stunning photographs. Whether you take photos for pleasure, or you are a professional, CameraBag Pro has a wide range of adjustment options that are intuitive and easy to use.
15 - Post on your blog
Traveling exposes you to so many new perspectives and experiences that even if you don't run a travel blog, you'll want to make room for a trip related story on your platform. So when you find that perfect angle, make sure you're able to upload it fast with MarsEdit .
Created for the fast-paced 21st-century individual, MarsEdit transforms the publishing process by simplifying it with enjoyable, yet powerful features. Ideas are hard to come by as it is, so why should blogging add to the headache?
MarsEdit throws away the fluff, allowing you to publish with just a few clicks. The app works perfectly with WordPress as well as any service based on AtomPub and MetaWeblog interfaces.
When inspiration hits, fire up MarsEdit to turn ideas into published posts in moments, even offline.
So there you have it, the tips and tricks and apps to make your travel planning as easy as possible. All the above apps work wonders on their own, but under the umbrella of Setapp they can add so much more to your life!
The Setapp subscription service for Mac comes at the price of a transfer from the airport to your hotel. In exchange, it offers convenience and flexibility, with no-in app purchases. That means saving a ton of money, as opposed to purchasing all the above apps individually. What's more, no ads wasting your time!
Setapp eliminates the need for managing dozens of passwords or payments, curating the best apps for you to have the trip of your life. It's simple, effective, and fun — just like your vacation should be! Create an account and try out Setapp for free.
Now, where to?
Sign up to Setapp and try them for free.
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- How to Prepare for Business Travel in 6 Steps
Going for the first time on a business trip? There are many important things to consider before going on a corporate trip. It is important to make your travel hassle-free and relaxed to reach your meeting place stress-free. When you go on a well-planned trip, you are focused on the purpose of your meeting. Get used to preparing for a business trip using these tips:
Travel Arrangements
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First of all, you should be aware of your company’s corporate travel policy. It is much different than the person or a short break. It will also help you with booking the mode of transport – such as flights, buses, cabs, or trains. Consider everything from documents, travel time, and budget. Check out the multiple sites comparing prices and select the best deal offering company to book your travel. Don’t forget to check that your flight offers Wi-Fi so that you can work on the move. When you are planning a business trip, especially an international, then check out their national holidays or other religious days as businesses and restaurants could be shut down that day.
Advance Planning
Another thing to consider is your travel time. It is not only about flight duration, but the time that you will take to reach the airport, flight duration, the distance between the airport and the hotel, and also the time that you need to take a rest. It should not be hectic like you are in the haste of reaching the meeting point. Make sure you check hotel check-in and check-out timings.
Booking Stay
Choosing the best stay for your corporate or business trip is essential for a fresh mind. Choose a location for your hotel near your meeting in case it is only one. Check out the distance of your hotel from the airport and also consider the busy roads. In case there is more than one meeting and that too at different locations in the same city, then choose the middle point and select a good hotel for rest. Also, don’t forget to check out the amenities offered by the hotel that you need the most like, free Wi-Fi, round-the-clock room service, breakfast, etc. Check with your company if they have good terms with any hotel.
Know Your Destination
You should know the destination where you are going to and especially when you are traveling for the first time. Research of the uncharted destination is necessary to avoid any unnecessary risk. Also, you should check the news of the place if there is any political or social issue going on. Do proper research about the people and their culture. Don’t forget to check out the climate of your destination to pack your bags accordingly.
Collect All Your Travel Documents & Electronic Devices
It is of utmost importance to have complete travel documents. You will be required your flight tickets, passport, Visa, and ID card for international business travel. However, Visa is not required for domestic and some international destinations. Keep your business cards, important files, and all the documents that you may require for the meeting and work. Make sure you have an e-copy of all the documents for safety purposes. Be prepared with your electronic devices like laptop, tablet, mobile phone, power bank, etc.
Pack Less to Go Light
As it is a business trip and you may not get the time to explore the place. Make sure to keep the bag light. Keep only essential items like your documents, electronic devices, your formal outfit, sleepwear, and any other essential item that you may require. Also, take your medicines and prescription with you.
Things to Remember While Going on A Business Trip
- Take a general idea of the place’s culture and tradition before visiting there.
- Learn their greeting rituals and additional words like ‘Hello’, ‘Thank You’, ‘Welcome’, ‘Bye’, and other few words.
- Dress appropriately while going to an unknown place. Also, keep a note of the weather and pack accordingly.
- Make sure you have travel insurance.
- Pack all your electronics and keep your bag as light as possible.
Once you are done with your first business trip, you will learn things slowly and easily that you will be able to plan for the next time. Just remember one point that sometimes things are not according to plan, so don’t panic in such a situation and handle it with peace of mind. You can book cheap air tickets at easemytrip.com on your business trip. We also accept group bookings for corporate travel.
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In this post, you're going to learn everything you need to know to start planning and executing business travel arrangements. Let's dive in and get started. Table of Contents 1. Prepare An Essential Itinerary 2. Make Travel Arrangements 3. Book Your Accommodations 4. Create a Detailed Itinerary 5. Plan for Travel Expense Reimbursement 6.
Step #1: Collect All the Information You Need for Your Trip The information to collect may include flight numbers and hotels in which you can reside in during your travel period. Also, include the approximate fees that you expect to pay so that you can be able to plan your budget for the trip. Step #2: Organize Your Travel Essentials
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Set a Savings Timeline. If you receive a regular wage, or you are able to forecast your earnings accurately, you can start to set a timeline on how long it will take you to save up for your vacation. If you put aside just $100 a month, for example, you will be able to have $1200 to play with in just a year.
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The success of these mission-critical travel plans rests in the hands of smart, capable Executive Assistants (EAs). To help EAs ace every trip, we've created business travel itinerary templates that steamline the travel planning process and establish a consistent standard itinerary that executives will love receiving again and again.
The first step to prepare for a successful business trip is to determine your travel budget. When taking a business trip with your employees, there are several expenses that must be covered. Before you pack your bags, you need to identify a way to fund lodging, food, entertainment, and transportation.
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