What are the best practices for booking travel arrangements for business trips?

This is definitely something I strive to understand especially since I have repeat travelers. I get to know their preferences and try to ensure booking those if I can. It creates a more comfortable environment for them and even if delays and cancellations occur, they know that the initial booking was made with their comfort in mind. And getting to earn rewards points is a bonus so if they have a preferred provider, that’s what I book especially when the costs are the same as the conference vendor’s. My frequent travelers trust me to support them and I appreciate their trust.

Booking travel arrangements for business trips requires careful planning and consideration to ensure a smooth and productive journey. Here are some best practices to follow: Plan Ahead:Start planning your trip well in advance to have ample time for research and bookings. Last-minute bookings can be more expensive and limited in options. Set a Budget: Determine a clear budget for your business trip, including expenses for transportation, accommodation, meals, and incidentals. Stick to this budget as closely as possible. Consult Company Policies: Familiarize yourself with your company's travel policies and guidelines. These may include rules on booking classes, preferred vendors, and expense reimbursement procedures.

Every contract with your client should include details about travel approval. It doesn't need to have the nuts & bolts but rather acknowledge that travel arrangements will need approval before booking. Ask if the client has a standard set of rules for travel & keep a copy. If they don't, just work on getting written approval before finalizing any plans.

Typically some other things you agree on are -is travel time billable (100%/50%/etc) -does the client pay for meals or provide meals -does the client cover employee allowance paid by employer (there are very different allowances per country/region) As someone already said, it’s best to agree in writing. Ask for the client’s policy first, if there are gaps then think about what costs you will incur that need to be covered.

Algunas otras ideas: - Reservar directamente con aerolineas, ya muchas veces los buscadores de pasajes, si bien pueden tener ofertas, no se responsanilizan ni prestan servicios por cambios, contra tiempo de ultimo momento. -Consultar con algun travel advisor local que siempre tiene mejores tarifas.

Planning ahead for costs is crucial. Prioritize your needs; flexibility may be key. Flight frequency varies daily : do you need to jump on an earlier/later flight? What is the weather doing? Connecting flights could offer savings, are you comfortable with that? Your Travel policy may dictate what you will get. Bottom line : set your priorities !

Packing light is very easy as long as you plan in advance. Definitely pick your clothes for each day of the trip. Pack neutrals or all blacks/grays so you can mix & match easily if something happens (food strain, clothes rip, etc). Avoid packing shoes at all costs. They take up so much room & you can only stuff so many rolled up clothes inside of them when packed.

If you can't pack for 3 days travel with your in-cabin luggage (small overhead + laptop/bag), consider if you've overpacked! A good rule is to pack only few pants, jackets etc. because they take the most room. If you really must, choose either pants or jacket. Also when you pack, if there's anything you need to remove from the luggage during security check, pack that on top of everything else.

Planificar la maleta es sencillo: Tener el cuenta el clima, las actividades a realizar y la cantidad de días. Lo pensamos juntos. Llevar siempre prendas versátiles en tonos neutros que se pueden usar de día, y luego junto algún accesorio para algo más formal. Un ejemplo unisex pants negro + camisa blanca. Se a?ade cinturón, bijoux, o algún trench abrigo. No más de dos pares de zapatos. Usar el método #rollitos# for packing

This is one of the most important things. People neglect it until they need it, but it’s often too late. Don’t underestimate this and make sure all international trips are treated the same when it comes to safety and security. Mitigate it in advance.

Lo que solía hacer cuando viajaba por trabajo era tomarle fotos a todos los documentos, y creaba una carpeta de viaje por si lo llegará a perder. Al tener toda la información era más fácil rastrearlo. Siendo mujer en destinos considerados inseguros, siempre estaba en contacto con el consulado local.

Utilize a free tool like TripIt to collect all your trip details in one place. You can share itineraries with co-workers, family & friends as well (connecting to the previous tip on staying safe). It can be as easy as forwarding emails to a special address. If you use Google's assistant it can even build itineraries automatically from your Gmail emails. We live in an amazing time, take advantage of the easy things!

To master travel, engage with the system. Inquire, adapt. Identify key contacts for logistics. Stay weather-aware, en route and at your destination. Strategize with "what if" scenarios to mitigate surprises and smoothly transition from Plan A to B or C.

Just accept that things will likely change. Flights will be delayed. Hotels will be overbooked. The world is an imperfect place & things happen. If you accept that things may not go as planned you can keep a calmer head when plan B is necessary. Remember too that the flight attendant or booking agent that you're talking with isn't likely going to respond well to rudeness or disrespect.

Even if employees travel for business and the logistics seem "technical", humans are involved in all the steps : from management that approved the trip, the agents that booked, the driver got you to the airport, the ground staff checks you in or help you into the lounge and all the airline crews that facilitate your flight to the hotel personnel that welcomes you at destination. Accept human flaws, and work with people, not against them. If you are a road-warrior, your experience will help you navigate around all those glitches that will happen. Breathe, listen and enjoy the trip.

Como pueden surgir muchos imprevistos, siempre me aseguro de viajar con ropa comoda, y prendas extras en mi bolso de mano. Infaltable kit de remedios básicos, cargadores, y mucha agua.

If you're doing any level of regular travel, sign up for reward/loyalty points. A free flight, a night in a hotel or no line at the rental car parking garage can go a long way. It costs literally nothing to sign up. If you're a very regular traveler, get a co-branded credit card, take advantage of promotions & collect points for going about your day normally.