What are the most effective ways to manage travel expenses for virtual events?

2 Compare and negotiate rates

The second step to manage travel expenses for virtual events is to compare and negotiate rates for the best deals. You can use online platforms, such as Expedia, Kayak, or Airbnb, to search and compare prices for flights, hotels, and rentals. You can also contact the providers directly and ask for discounts, upgrades, or waivers based on your loyalty, group size, or event affiliation. You may also want to check if the event organizer has any preferred or partnered vendors that offer special rates or perks for attendees.

3 Use a travel expense app

The third step to manage travel expenses for virtual events is to use a travel expense app to track and report your spending. A travel expense app can help you capture receipts, categorize expenses, monitor budgets, and generate reports in real time. You can also sync the app with your credit card, bank account, or online payment system to automate the data entry and reconciliation process. Some of the most popular travel expense apps are Expensify, Concur, and TripIt.

4 Follow the policies and procedures

The fourth step to manage travel expenses for virtual events is to follow the policies and procedures of your organization or client. You need to be aware of the rules and guidelines for travel reimbursement, approval, and documentation. You should also comply with the tax and legal requirements of the destination country and the event host. You can consult with your supervisor, accountant, or legal advisor if you have any questions or doubts about the policies and procedures.

5 Review and optimize

The fifth step to manage travel expenses for virtual events is to review and optimize your performance. You should evaluate how well you met your budget goals, how efficiently you used the resources, and how effectively you communicated and reported the expenses. You should also identify any areas for improvement, such as finding cheaper alternatives, avoiding unnecessary fees, or streamlining the workflow. You can use the feedback and insights from your review to plan and manage your future travel expenses for virtual events better.

6 Share your tips and tricks

The sixth and final step to manage travel expenses for virtual events is to share your tips and tricks with your peers and network. You can exchange your best practices, recommendations, and experiences with other administrative assistants, event attendees, or travel experts. You can also learn from their tips and tricks and discover new ways to save money, time, and hassle. You can use online platforms, such as LinkedIn, Facebook, or Quora, to join relevant groups, forums, or communities and share your knowledge and expertise.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?