Your business travel HQ

There’s nothing like a good plan, so do as much as you can in advance so you’re not hard up for a plan after your flight touches down in a different city.

Consider these activities:

• Some conferences or trade shows require reserved spots for speakers and panels. Make sure everyone RSVPs to these events to guarantee their spots.
• Book workspaces if necessary. If employees need an office while traveling, investigate options like community workspaces that can meet these needs.
• Keep a detailed schedule of the meetings you have planned – don’t overbook yourself.
• Create a checklist of all the resources your team needs to bring.
• Pre-order business collateral like flyers, business cards and posters.
• If you’re hosting a booth or table at a trade show, make a plan for setting up materials and installations, and check on needs like internet access or provided meals.
• Book dinner reservations in advance, especially if your team needs to accommodate a larger party of clients or prospects.

This eliminates confusion when team members file receipts after a trip. Outline a travel expense budget that accounts for meals, transportation, lodging, and any other relevant costs the company should cover.

Some costs to consider:

• A meal per diem (you might also consider budgeting for clients, VIPs, or other guests when appropriate)
• Transportation expenses for fights, cabs, ride-shares, car rentals, or other relevant transport
• Lodging
• Communication expenses for phone, internet, or mobile hotspots
• Travel insurance
• Car rental insurance
• Miscellaneous expenses like laundry, conference or tradeshow fees, supplies and materials rentals, entertainment, visas, or passport fees

As always, BBB is a great resource when booking flights and hotels. Use the BBB Directory to do your research and know that you’re booking with confidence when you choose a BBB Accredited Business.

Also, when choosing the right lodging, book at a place that’s not only within budget but one that might need to fulfill other needs beyond just a place to sleep. Being away from home might involve looking for amenities like laundry, a gym, and a decent workspace – find a hotel you can rely upon to meet these needs.

Encourage conversations and communication around trips. When traveling, ensure a support system is in place to cover your team’s responsibilities. If team members are on a trip to gather leads or subscriptions, implement a workflow for them to provide updates and track progress, especially anything related to time-sensitive business deals.

When you or your employees attend a conference, arrange a time after the event to share key takeaways with the team. This communication maximizes these experiences, encouraging growth for not just one individual but the whole team.

Suppose anyone in your organization relies on technology when traveling. In that case, the best business travel safety tip is to ensure they rely on cybersecurity practices that protect company data and devices.

Individuals might consider using a VPN, or “virtual private network,” to encrypt company data and activity on laptops and mobile devices. On a related note, avoid using public computers (a hotel computer station, for example) to access or download sensitive information like private business files or customer account information.

And as always, everyone should be encouraged to back up their data. The last thing anyone wants to do is lose the hard work they’ve accomplished (either before or during a business trip), so set a precedent to back up essential data in the event of unforeseen circumstances.

Are you or your employees meeting clients? Speaking on a panel? Gathering leads? Whatever your team is committed to, be fierce in keeping these commitments to keep relationships in good standing.

Yes, upon returning, business travelers will have to submit their receipts. Your team can stay accountable for spending by tracking their purchases as diligently as possible.

Many modern business travelers have turned to online apps to track their travel purchases. These apps make it super simple to manage receipts, input data, track mileage, and even create invoices when traveling. Outside of these apps, consider tracking these expenses in an approved spreadsheet.

Whether it’s a missed flight, a conference schedule change, or the inability to find a ride from the airport, there will always be times when plans fall through. What’s expected in these instances? Try to eliminate these stresses by creating a backup plan.

Here are some things to consider:

• Alternate modes of transportation
• Backup accommodations
• Emergency budget
• Technology plans for charging, backup batteries, Wi-Fi accessibility, lost or stolen devices
• A list of important contacts to call in case of emergency 
• Travel insurance