More From Forbes

12 key steps when planning a business trip.

Forbes Coaches Council

  • Share to Facebook
  • Share to Twitter
  • Share to Linkedin

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 ,

  • Editorial Standards
  • Reprints & Permissions

CWT Logo 150 years in travel - homepage

Select your preferred language

  • Deutsch English English (Australia) English (China) English (India)
  • English (United Kingdom) Español (Latinoamérica) Español (España) Français Italiano
  • Português (Brasil) Suomi Svenska 中文

Top tips on how to plan a business trip

planning 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.

More publications

Contact us today to see just what we could do for your business.

planning business trip

Traveler help

Help me manage my travel

planning business trip

Careers at CWT

Explore career opportunities

Careers @ CWT

planning business trip

Learn more about travel management

Contact CWT

Learn more about our travel management offering

Travelers: manage your travel here . The below form is for inquiries about our corporate travel management offering.

To reach out to CWT to learn more and also receive communications (email or phone) on our products and services, please complete the form below. You can unsubscribe at any point in the future from our mailing list using the ‘unsubscribe’ link on any of our emails.

Thank you for your interest in CWT, we will contact you soon.

Thank you for your interest in CWT. Unfortunately, CWT cannot offer services in your home country at this time. Your contact request has not been submitted.

With kind regards,

15 Tips On How To Plan Successful Business Trips

Home » Guide » 15 Tips On How To Plan Successful Business Trips

Successful corporate ventures involve careful planning and execution in all aspects. And business travel is no different. Though it may sound easy, understanding the intricate details of how to plan a successful business trip is a bit difficult. There are numerous variables involved while planning a corporate trip such as dynamic flight fares, flight cancelation, employee unwillingness, emergencies, and many more. Hence, to ensure smooth business travel, let us discuss the basics on how to plan successful business trips.

How to plan successful business trips

We can divide the planning of a business trip into three sections: Pre-trip planning, during-the-trip plan, and post-trip planning. Let us explore these avenues differently.

I. Pre-trip planning


1. Determine objectives

Every endeavor should have a clear purpose or aim. Corporate can define the outcome of a trip for the employees and brief them about it. It can be meeting new prospects, delivering customer support service, participating in an event, etc. A set guideline will help in evaluating the degree of success or failure of the trip.

2. Establish a budget

As corporate travel makes up the second largest expense of corporate after salaries, budgeting becomes a crucial step of planning. Travel managers should coordinate with partnered TMCs to find the best flights, connections, and accommodations. Further, They should allocate a budget for transportation, meals, and other expenditures.

3. Research destination and make an itinerary

While planning a trip to a foreign land, travel managers and traveling employees need to know about the destination. They should be aware of the local geography, local customs, and business etiquette. Additionally, they should understand the local laws and special considerations of the location. Another important aspect of a business trip is defining a clear itinerary. Travel managers should maintain departure dates, business meetings and events schedules, and other such details and share them with the employee and TMCs.

4. Transportation

Choosing a suitable transport can help travel managers save highly on trips. They should also ensure a good travel experience and minimize connecting flights. Moreover, if trains are possible and the schedule allows for it, travel managers can also use railways, which will cost much lesser than flights.

5. Accommodation

Booking hotels can be a tough job for travel managers. The travel admins should consider budget, location, and amenities while selecting accommodations for their employees. They should make reservations for securing top discounts and ensuring the room’s ready availability.

6. Travel documents

Admins can provide brief guidance about the travel documents required to travel to a particular country. Employees should produce all the necessary documents such as passports, visas, or other documents beforehand. The validity of these documents should be ensured before travel and any discrepancy should be filed for correction if needed.

7. Travel insurance

Travel insurance is essential to protect employees against unforeseen or unfortunate circumstances. Moreover, corporates should ensure that TMCs provide support and look after the travel insurance of the employee. Travel managers should read the terms and conditions of the insurance policy to avoid future hassles and disputes.

8. Contact and schedule meetings

All the involved parties should have each other’s contact information to establish better communication. Sometimes it may be possible that meeting schedules can change on the go; hence, stakeholders should remain in mutual agreement for fulfilling the purpose of travel.

9. Prepare meeting materials

Gathering and providing the right presentations, documents, or contracts to the employee is essential. Employees should remain prepared for the meeting and organize their relevant material to avoid any miscommunication or delay. These documents should provide prompt solutions to any problems raised during or after the meeting.

10. Create a packing checklist

Travel managers should prepare a comprehensive list of essential items to pack. This can include business attire, electronics, adapters, business cards, and any specific materials required for the trip. They can also create and share the packing list as per the location, weather, and culture.

II. During the trip


12. Time management

Employees should understand the importance of the schedule and should strictly adhere to it. They should arrive at the meeting venue earlier than the set time. Maintaining a personally enforced schedule for exercise, lunch, dinner, outings, etc. will help in enhancing the overall experience of the trip.

13. Networking opportunities

On the trip, employees become the ambassadors of the company. Therefore, it is crucial to train the employees with the soft skills required to aptly represent the business. They can build a network of potential clients and contributors while carrying out simple meetings or participating in corporate events.

14. Expense tracking

Employees should record all of the expenses made during the corporate travel and keep the receipts handy with them. Doing this will help them get reimbursements for any out-of-pocket expenses that were necessary during the trip.

III. Post-trip follow-up

15. recap and evaluation.

A business trip report should be shared with the higher management to analyze and evolve with the prior trips. The feedback loop creates the opportunity to know about the personal experiences of the employees and build on a constructive path.

Corporate trips are essential to expand the reach and potential growth of businesses. Therefore, knowing the details about how to plan a successful trip is highly important for ensuring adequate ROI, both tangible and intangible. And planning for the trip and ensuring that the following through of the plan is of optimal importance to ensure the least amount of creases in a Business’s growth trajectory.

How To Plan Successful Business Trips FAQs

What constitutes business travel planning.

Business travel planning constitutes pre-trip planning, during the trip planning and adjustments accordingly to pre-trip plans and creation of a post-trip plan of recapping and objective evaluation.

What is pre-trip planning?

Pre-trip planning involves determining key objectives, budget allocation and itinerary creation. These are to be done well in advance of the trip if timings and internal tasks allow for it and little if not none of the planning must happen last-minute.

What is during the trip planning with respect to business travel?

Not all circumstances are foreseeable and plans rarely go pitch-perfect. Therefore assessment of the current scenario and planning as required during the trip and making necessary adjustments to the plan or adopting contingencies is necessary in most cases.

What constitutes post-trip evaluation in business travel planning?

After the completion of a business trip, the entire picture can finally be seen and studied. All considerations and plans made before and during the trip can be reflected upon, recorded and improvements that are possible should be considered. These constitute post-trip evaluation and it is very integral to do these evaluations whether a corporate is outsourcing its travel management or whether it is dealt with internally. Because efficient expenditure and smooth execution of plans is of extreme importance to running a business.

' src=

Pratyush is a traveling enthusiast who always looks for innovations in business travel management. He has 5 years of experience writing content on corporate travel management and working closely with expert business travel facilitators.

Related Posts


8 Best Business Travel Attire Ideas To Leave A Lasting Experience

Personality is an intangible yet crucial asset of every individual. However, it does have a tangible aspect to it which incorporates looks and fashion. Altogether, it boosts an individual’s general aura and helps them stand Read more…


Top 10 Business Travel Management Companies In India

Crafting efficient business trips require a great deal of research and experience. From planning a business trip to executing it for a higher ROI, corporates have to be on the forefront of every moving part Read more…


Car Rental Tips: Planning, Booking, And Returning A Car

Traveling to foreign lands is exciting and yet somewhat distressing at the same time. While one gets the opportunity to explore new locations, uncertainties at every corner are a tough hurdle to deal with. One Read more…

Let's get started!

Corporate Travel Requirements

Thanks for submitting your details.

We'll get back to you shortly.


Planning a business trip 101: Tips for regular business travelers

There’s a lot to consider when planning a business trip. This guide is designed to make sure you’re prepared to get going. Travel for business is easier when you’re prepared.

By Jessica Freedman

February 9, 2024

business travel tips

Planning a business trip is not always fun and games ; there’s a lot to think about. Whether you’re a small business owner, a regular business traveler or a travel manager, it’s sometimes hard to know where to start. You have to deal with searching for the best travel deals, planning the ideal itinerary, and if you’re the one traveling, make a packing list.

Dealing with all that goes into planning business trips for yourself, your boss and your company is no easy task, which is why we’ve created this Business Trip 101 to help you get going. Travel easier and be sure how to plan a business trip after reading this guide. 

Get going, travel easier

The more efficient your planning is, the more productive you can be on your business trips as a regular business traveler because you will have a clear agenda and know where your priorities lie. When it comes to corporate travel there is a lot to keep in mind such as flight and hotel bookings, scheduling, ground transportation, checked baggage vs. hand luggage and everyone’s agendas. The more organized you are, the better yours and your team’s results will be.

How to plan a business trip

Planning a business trip can take a lot of work, and part of that is making sure you can balance the business traveler’s mental health (or if you’re the one planning, you have your own wellbeing in mind) as well as the physical needs with the objectives of the company. This is why it’s so important to start with a goal. This way you can see if your agenda is feasible and whether it helps work towards achieving a goal while also following a rhythm that is feasible for the person doing the traveling. If you can, try to have a master planning list that allows you to optimize the time that goes into planning, and then you can more easily replicate for future trips.

1. Start with a goal

If you are looking for how to plan a business trip and stay efficient, we suggest you start with a goal for your business trip . Figure out what you want to accomplish and why you must take a trip to do so. With a goal in place it will be easier to figure out your objectives and then track KPIs related to the trip. KPIs could be the number of new clients onboarded, number of new prospects, number of sales contacts, or goals like designing the Marketing Plan for the following year or simply teambuilding, depending of course on the goal of your business trip.

If you are a regular business traveler traveling for a sales meeting, why not set up several meetings with different potential clients and current clients in the same area to avoid having to travel so frequently? This way you can focus on quality business trips over quantity, which makes them more productive and you will experience less travel fatigue, especially for regular business travelers. 

2. Plan travel once and repeat

Sometimes the biggest part of getting anything done is devising a plan. So start your business trip planning by coming up with a travel plan that is easily replicable for future trips. Start by making a list of everything that you need to do to plan and turn it into a checklist. Business travel like any project needs a roadmap to get anything accomplished.

Need a helping hand to get started? Download our checklist!

3. create a master business trip itinerary.

Creating standard itinerary for a business trip oftentimes will fall in the hands of an administrative or HR professional, but if one isn’t provided for you, there are some important details you must consider jotting down such as transportation times and details, travel reservation and confirmation numbers, addresses, emergency contact information, check in and check out times for the hotel, day-to-day schedule details (such as what time do meetings start, where and how long do they go), as well as contact information for the people you will be meeting with. 

It may seem overwhelming at first but once you have a master business trip itinerary outline it will be easily replicable for your next trip. If you work with a travel management company like GetGoing , you can store all your itineraries and travel documents in one place making managing your business trips as easy as the snap of a finger. 

4. Store all business trip-related documents in one place

As we’ve mentioned, when you work with a travel management company, all of your business and trip-related documents will be stored in one place on the web app, including important contact information for travelers, hotel information, emergency contacts, and a support phone number to call in case of issues. 

If you are booking all your regular business trips on your own without the support of a TMC, then be sure to have a spreadsheet and shared drive dedicated to your travel plans and itineraries. It will be easier to keep track of everything and ensure nothing gets missed.

Packing and trip lists: lists are your friend

When it comes time to pack for your business trip there is nothing more important than having a list ready with everything you need to start your business travel plans, especially if you’re a regular business traveler. That means having a running list of those elements that you can’t travel without like your passport or ID, your computer, a mouse, a pen and notebook, or your business cards.

Consult our ultimate packing list for more ideas about the travel essentials.

Make a list of all the travel extras

Extras can be things like checking a bag, traveling business class on a flight, purchasing an in-flight meal, having a driver pick you up, and more. The kinds of extras permitted might depend on your company’s travel policy. For example, taking a taxi instead of the bus to the airport may or not be allowed based on the budget per trip your company has in mind, so make sure to check with your travel manager, HR or office manager about what is and is not allowed. 

Search for business travel deals

Finding business travel deals is perhaps the most important and time-consuming task when it comes to making your business travel arrangements. If your company doesn’t already work with a TMC, you may consider urging them to sign up for a corporate travel management solutions company who can help you find the best (and most convenient) travel deals . 

Some other cheap travel hacks for regular business travelers are:

  • Be flexible with dates
  • Travel in the middle of the week instead of Monday or Friday.
  • Consider traveling via a historically cheap destination to get to your final destination
  • Go with budget flight options like RyanAir, EasyJet or Vueling

Business travel by flight

Business travel by flight is one of the hardest parts of booking a business trip. How can you find the most convenient and shortest route without having to pay an arm and a leg? There is also a fine balance between the amount of time you dedicate to searching for cheap flights and the amount you pay because after all time is money, so you don’t want to whittle away your time to spend a little less. 

It’s also hard to know, whether hand luggage is enough for you when traveling by air, whether it’s worth-it to book business or first class (and if your company even allows it). One of the most important things is to familiarize yourself with your company’s travel policy so you don’t find surprises when it comes time to having your travel approved. 

Man with mask on carrying a backpack looking at plane from inside an airport

Checked or hand luggage only: Is hand luggage enough for you when traveling by air?

So should you go with checked or hand luggage only? Is hand luggage enough for you when traveling by air? Our rule of thumb when is to ask yourself the following questions, which can help you decide whether hand luggage is enough or if you should consider fronting the extra bucks to check a bag:

  • Is your meeting formal or informal? If it’s formal you may want to consider checking a bag so you can keep your suit or blouse from wrinkling.
  • How many days are you traveling for? 1-4 days of informal business travel can easily be packed into hand luggage only. Beyond 5 days, it’s definitely worth checking a bag or if you have to deal with cold weather or different climates on the different stops in your trip.
  • Will you be adding time on for bleisure or blended travel? If you decide to add in extra days either before or after your trip you may consider throwing in a bathing suit to hit the beach or the spa or some extra clothes that don’t necessarily scream “I’m on a business trip.”
  • What kind of traveler are you? If you’re the kind of traveler that wants to throw in your rain boots and parka in case it rains when you’re traveling to Spain that has an average of 50 days of rain a year, then you might consider checking a bag. If you’re a “worst case scenario” type of traveler then just a carry-on will most likely never suffice. 

Hotels for business travelers

Choosing the right hotels for regular business travelers is no easy decision. Breakfast or no breakfast? What kind of amenities are non-negotiable? Is it better to be close to the office or downtown? Should you choose a hotel just because they include airport pick-up? There are so many questions to ponder that we’re going to dedicate an exclusive post just to choosing hotels for business travelers. Stay tuned.

Use the right tools for booking hotels for your business trip

Kayak, Skyscanner, Google flights or Hopper are all great tools for your every day trip, but when it comes to business travel, you want a company like GetGoing travel management for businesses that will help optimize and streamline your booking process. The easier trip planning is, the less time you will have to spend planning and the more productive you can be in your daily job. 

And that’s how you plan a business trip

Review and refine the process for planning a business trip . To do so, create a short survey that you can share with your team so you can evaluate how the trip went and assess whether the goals of the meeting were accomplished. This is an important step, especially when deciding whether to travel or not to travel for future trips.  The more often you reach your goals and the more your goals are reliant on a trip to meet them, the more it makes sense to travel. 

Hands holding grass-covered globe

related article

Business sustainability management

Go share the news:, sign up now to receive exciting news & updates.

  • PRO Courses Guides New Tech Help Pro Expert Videos About wikiHow Pro Upgrade Sign In
  • EDIT Edit this Article
  • EXPLORE Tech Help Pro About Us Random Article Quizzes Request a New Article Community Dashboard This Or That Game Popular Categories Arts and Entertainment Artwork Books Movies Computers and Electronics Computers Phone Skills Technology Hacks Health Men's Health Mental Health Women's Health Relationships Dating Love Relationship Issues Hobbies and Crafts Crafts Drawing Games Education & Communication Communication Skills Personal Development Studying Personal Care and Style Fashion Hair Care Personal Hygiene Youth Personal Care School Stuff Dating All Categories Arts and Entertainment Finance and Business Home and Garden Relationship Quizzes Cars & Other Vehicles Food and Entertaining Personal Care and Style Sports and Fitness Computers and Electronics Health Pets and Animals Travel Education & Communication Hobbies and Crafts Philosophy and Religion Work World Family Life Holidays and Traditions Relationships Youth
  • Browse Articles
  • Learn Something New
  • Quizzes Hot
  • This Or That Game
  • Train Your Brain
  • Explore More
  • Support wikiHow
  • About wikiHow
  • Log in / Sign up

How to Plan Your Business Travel

Last Updated: March 18, 2024 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 9 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, 100% of readers who voted found the article helpful, earning it our reader-approved status. This article has been viewed 84,334 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

Step 1 Find out if you'll need any special accommodations.

  • 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.

Step 2 Put together an itinerary.

  • 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.

Step 3 Make reservations for hotels, flights, and anything else that requires booking.

  • 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

Step 1 Check that your ID/passport is up-to-date.

  • 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.

Step 2 Determine how you'll receive your ticket.

  • 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.

Step 3 Try to avoid checking any bags.

  • 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.

Step 4 Learn about any relevant customs and culture.

  • 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.

Step 5 Back up all your important information.

  • 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.

Step 6 Start sleeping on the local time before your trip.

  • 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.

Step 7 Anticipate security precautions at the airport.

Taking Precautions to Avoid Jet Lag

Step 1 Stay hydrated.

  • 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

Step 2 Plan your first evening wisely.

  • 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.

Step 3 Try to get a good 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.
  • 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. [13] 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

  • 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. Thanks 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. Thanks Helpful 0 Not Helpful 0

planning business trip

You Might Also Like

Cheat Royal Caribbean Drink Package

  • ↑
  • ↑
  • ↑
  • ↑
  • ↑
  • ↑
  • ↑
  • ↑
  • ↑

About This Article

Michael R. Lewis

  • Send fan mail to authors

Reader Success Stories

Mary Higgins

Mary Higgins

Jul 31, 2020

Did this article help you?

planning business trip

Sep 28, 2019

Am I a Narcissist or an Empath Quiz

Featured Articles

Pick Up on Manipulative Behavior

Trending Articles

How to Make Money on Cash App: A Beginner's Guide

Watch Articles

Make Homemade Liquid Dish Soap

  • Terms of Use
  • Privacy Policy
  • Do Not Sell or Share My Info
  • Not Selling Info

wikiHow Tech Help Pro:

Level up your tech skills and stay ahead of the curve

See how Cvent can solve your biggest event challenges. Watch a 30-minute demo.

planning business trip

25 Business Travel Planning Tips for 2024

planning business trip

As someone who frequently travels for business, you know just how crucial it is to plan for each trip. From booking flights and accommodations to scheduling meetings and events, there are countless factors to consider when it comes to business travel planning. But with the right approach, you can make the process easier, more efficient, and less stressful. 

This blog post will provide an easy guide to business travel planning with tips and strategies to help you stay organized and get the most out of your travels.

Top 25 Business Travel Planning Tips

Corporate Travel Management

1. Determine Your Travel Needs

Before you begin making any arrangements for your trip, you'll need to figure out your travel needs. This includes identifying the purpose of your trip, the dates you'll be traveling, and any specific requirements you have.

For example, will you need to rent a car, hire a driver, or take public transportation? Do you need to be in a specific location for a meeting or event at a particular time? Make a list of all your travel needs so you can refer to it as you plan your trip. 

2. Set Your Budget

Once you've identified your travel needs, it's time to set your budget. This will help determine how much you can spend on flights, accommodations, transportation, meals, and other expenses. 

Be sure to account for your company policies or restrictions, such as maximum daily allowances for meals or limits on travel expenses. 

3. Book Flights and Accommodations

You can begin booking flights and accommodations once you know your travel needs and budget for flights; book as early as possible to get the best prices and seat selections. 

You can use online travel booking sites like Expedia, Kayak, or Orbitz to compare prices and find the best deals. Regarding accommodations, consider factors like location, amenities, and price. Sites like Airbnb and can help you find many options in your desired location. 

4. Plan Your Schedule

With your flights and accommodations booked, you can start planning your schedule. See if any meetings or events are on your calendar or if you have to schedule them during your trip.

You can use a calendar app like Google Calendar or Outlook to keep track of your schedule and be sure to account for any time differences between your home base and your destination. You can also use travel planning apps like TripIt to consolidate all your travel details in one place. 

5. Pack Efficiently

For many, packing is one of the most stressful parts of business travel planning, but it doesn't have to be. With a bit of planning, you can pack efficiently and avoid overpacking.

Make a packing list that includes all the items you'll need for your trip, and be sure to consider the climate and culture of your destination. Maximize space in your luggage using packing cubes or compression bags, and choose versatile clothing items that can be mixed and matched. 

Event Attendee

Here's a business travel checklist to get you started.

6. Manage Expenses

Managing expenses is a critical part of business travel planning. Keep all your receipts and record your expenses as you go. You can use apps like Expensify or Concur to track your expenses and create expense reports which you can directly upload to your company's corporate travel management software . Adhere to all the travel policies of your company or restrictions regarding expenses, and don't hesitate to ask for clarification if you're unsure. 

7. Stay Connected

Staying connected while on a business trip is essential. Please ensure you have all the necessary devices and chargers, and consider using a mobile hotspot or buying a local SIM card for internet access. 

You can also use apps like Skype or Zoom to stay connected with colleagues and clients, and consider using a VPN to access secure company networks while traveling. 

8. Stay Healthy

Staying healthy while on a business trip is also crucial. Get plenty of rest, stay hydrated, and exercise regularly. You can also research local health risks and take appropriate precautions, such as vaccinating or using insect repellent. If you're traveling internationally, be sure to bring any necessary medications or prescriptions with you. 

9. Be Prepared for Emergencies

No matter how well you plan, emergencies can still arise during business travel —plan for emergencies, such as lost or stolen luggage, flight cancellations, or medical emergencies. 

Keep important documents like your passport and travel itinerary in a secure location, and make sure you have emergency contact information for your company, travel provider, and local authorities. 

10. Reflect and Learn

After your business trip, take some time to reflect on areas of improvement and what worked well. Did you encounter any unexpected challenges? Were there any areas where you could have been better prepared or more efficient? You can use what you learned to enhance your travel planning process for future trips. 

11. Make the Most of Your Downtime

While business travel primarily focuses on work, making the most of your downtime is essential. Use your free time to explore the local area, try new restaurants, or attend cultural events. It can help you recharge and also make your trip more enjoyable. 

12. Network and Build Relationships

Business travel is also an opportunity to network and build relationships with colleagues, clients, and other professionals. Attend networking events, schedule one-on-one meetings, and engage in informal conversations with others in your field. Building relationships can help you advance your career and make future business trips more productive. 

13. Consider Travel Rewards Programs

If you frequently travel for business, it's worth considering travel rewards programs to help you save money and earn perks. Many airlines, hotels, and car rental companies offer loyalty programs that provide benefits like free upgrades, priority boarding, and discounted rates. Research your options and sign up for programs that align with your travel needs and preferences. 

14. Follow Travel Safety Guidelines

Travel safety is always a top priority, especially after the global pandemic. Follow all relevant travel safety guidelines, such as properly and regularly washing your hands and wearing a mask in areas where air quality or illness are a risk. Stay updated on any travel restrictions at your destination, and be prepared to adjust your plans if necessary. 

15. Use Travel Planning Services

If you need more time or expertise to plan your business trip, consider using business travel solutions or planning services. Many companies offer customized travel planning services to help you with everything from booking flights and accommodations to scheduling meetings and events. It can help you save time and ensure your trip is well-organized and productive. 

16. Take Advantage of Technology

Technology can be a valuable tool for business travel planning. You can use apps like Google Maps or Citymapper to navigate your destination, and consider using translation apps like Google Translate to communicate with locals.

You can also use productivity apps like Trello or Asana to stay on top of your tasks and deadlines and document scanning apps like CamScanner to keep track of important documents. 

17. Be Flexible

Finally, it's essential to be flexible regarding business travel planning. Unexpected changes can arise, such as flight delays or last-minute meetings. Try to remain flexible, and be prepared to adjust your plans as needed. You can have a successful, stress-free business trip by staying open-minded and solution-focused. 

18. Consider Cultural Differences

When traveling to a different country or region, it's crucial to consider cultural differences. This can include language barriers, customs, and social norms. Research the local culture before your trip and try to learn some key phrases in the local language. Awareness of cultural differences can help you avoid misunderstandings and build stronger relationships with locals. 

Business Travel

19. Use Travel Insurance

Travel insurance can provide significant protection in case of unexpected events during your trip. It can include medical emergencies, trip cancellations, or lost luggage. Consider purchasing travel insurance before your trip to ensure protection during unforeseen circumstances. 

20. Stay Productive During Transit

Business travel often involves long transit periods, such as flights or train rides. Use this time to stay productive by catching up on work or reading relevant materials. Consider bringing a laptop or tablet, noise-canceling headphones, and any necessary chargers or adapters to maximize your time and stay on top of your tasks. 

21. Consider Sustainable Travel Practices

Sustainable travel practices can help reduce your environmental impact while traveling for business. This can include using public transportation or carpooling, choosing eco-friendly accommodations, and minimizing plastic waste. Consider incorporating sustainable practices into your travel planning to help promote a healthier planet. 

22. Choose the Right Travel Credit Card

A travel credit card can be valuable for business travel. Look for cards that offer rewards like points or miles that you can redeem for flights, hotels, or other travel-related expenses. You can also benefit from credit cards that cover travel and rental car insurance. Consider different cards' annual fees, interest rates, and rewards programs before choosing. 

23. Consider Time Zone Differences

Time zone differences can be challenging when traveling for business, particularly when scheduling meetings or calls. Use a time zone converter app like Time Zone Converter or World Clock to stay on top of the time differences between your location and destination. Be prepared to adjust your schedule accordingly to ensure you're available during critical times. 

24. Be Mindful of Jet Lag

Jet lag can be a significant challenge when traveling across multiple time zones. Please be aware of the symptoms of jet lag, such as fatigue, headaches, and difficulty sleeping, and take steps to minimize its impact. This can include staying hydrated, getting plenty of rest, and adjusting your sleep schedule before your trip. 

25. Plan for Time Off After Your Trip

Finally, planning for time off after your business trip is important. Returning to work immediately after a long journey can be physically and mentally challenging. Please take a day or two off after your trip to rest and recover before returning to work to ensure you're ready to tackle your next professional challenge.


In conclusion, business travel planning can be daunting, but you can make it easier and more efficient with the right approach. Determining your travel needs and following these tips can ensure a successful and productive business trip. Happy travels!

Cvent Guest

Cvent is a market-leading meetings, events, and hospitality technology provider with more than 4,000 employees, ~21,000 customers, and 200,000 users worldwide.

planning business trip

More Reading

Congratulations to the 2024 cvent excellence awards finalists, 5 reasons agency partners can't miss cvent connect, why you can't miss cvent connect in san antonio: a love letter to corporate event rockstars.

Subscribe to our newsletter

  • 15 Offbeat Digital Nomad Destinations You Need to Visit Now
  • Cancun vs. Tulum - Which Should You Visit Next?
  • How to Play Video Games as You Travel the World
  • 21 Unusual Places to Visit in Poland You Must See
  • The Best Cenotes in the Riviera Maya
  • The 7 Best Vacation Destinations for Nature Lovers
  • Work With Us

The Ultimate Business Travel Checklist

Over the years, I’ve been on many business trips, and how successful they were almost always came down to how well they were planned.

There’s an awful lot to think about when planning a business trip, from where to stay to what to pack. You also need to prepare for your home and office while you’re absent.

In this article, I cover everything you’ll need to do to set yourself up for a successful business trip, including tips for accommodation, packing, transportation, preparing your home and work space, and purchasing your flight.

While getting to travel on the company’s dime sounds like the Holy Grail of great travel jobs , it can honestly be a lot of work to organize a business trip . Below you’ll find my complete business travel checklist so you’ll be able to plan the best trip possible, and avoid my mistakes!

In this article, you’ll find a:

  • Business Travel Checklist , which covers all aspects of getting ready for a trip other than packing.
  • Business Trip Packing List , with everything you’ll need for a successful trip. Scroll down for our printable business trip packing list!

Our business travel checklist

Click here to download a printable business trip travel checklist!

Your first steps

First, find out who’s responsible for your travel planning. Some businesses leave all the travel planning and flight booking to their employees, and have you submit your receipts later. Other businesses will handle every last detail of your travel planning (lucky you!) from pickup at the airport, to flights, hotels and accommodation.

Most businesses fall somewhere in between. It can save you a lot of hassle if you find out who’s responsible for what, early on.

Years ago, I had a last minute business trip to Amsterdam where I spent a few hours and a lot of stress trying to find affordable accommodation in the city. It turns out my employer had already arranged a place for me to stay with a colleague. Even if you think you know who’ll plan your trip, ask!

If you’re responsible for booking your flight, and you’re looking to save money, be sure to check out our post on six easy steps for nailing the cheapest flight . o start, we really love getting a quick price comparison on Google Flights (here are a few great tips for using Google Flights ) or Skyscanner .

Check flights on Skyscanner.

If you’re flying regularly for business, be sure to sign up for an airlines loyalty program, and book with them as much as possible. This can translate into some great upgrades and free flights as well as other perks.

Get your work place ready

So you don’t worry about work while you’re away, and to ease your transition back when you return, try to get your affairs in order at your office before you leave.

Make sure you finish the work projects you are currently working on.

Let coworkers and business partners know where you’re going, and how long you’ll be gone.

Set up an out of office email, if necessary.

Prepare the schedule for your business meetings on your trip; you should know exactly where and when each meeting will take place.

Make sure you’ve organized all the important documents for your trip, including the confirmations, copies of your travel documents, presentations and handouts. Print them out, if necessary, and insure they’re saved to a zip drive or on your hard drive. It’s a good idea to back them up to a cloud service (we like Amazon) to ensure that you can access them anywhere in the world.

Prepare your home for when you’ll be gone

Tell your family about your exact itinerary and leave your addresses and contact phone numbers.

Tell a trusted friend about your exact itinerary and ask someone to take care of your family pets and plants while you’re gone.  If you don’t have a friend or family member that can pitch in, consider getting a housesitter. Probably the most well known and largest place to find house and pet sitters is through  Trusted Housesitters .

Check sitters available on Trusted Housesitters here.

Take safety measures, such as locking all doors and windows, turning on the alarm and try to create the illusion that you are at home by turning some lights on or with a radio that has a timer function.

Suspend or redirect routine deliveries such as newspapers or milk, if necessary.

Give the house a quick clean before you leave. Normally, my house is kinda messy and chaotic, but I hate coming home to a dirty, messy house after a trip, so we give it a complete clean before we go. It’s nice to be able to relax a bit when you get back, rather than stress about how messy the house is.

Turn down the thermostat if it’s cold outside or turn it up if it’s really hot. There’s no point warming or cooling an empty house.

Make sure you check with your home insurance to see if you need to have someone check in on your house while you’re gone. Each home insurance policy is different, but many policies won’t cover damages from floods, water leaks, break ins or theft if the house is not regularly attended.

Travel preparations

If you are going abroad, make sure you have all the necessary travel documents.

If you need any vaccinations or medical documents for the country you are going to, take care of that, too.

Get some cash in the local currency. There are ATMs in nearly every airport in the world. however sometimes the lines are long or the machines are down. You don’t need money for your entire trip, just make sure you have enough on hand to pay for the taxi and a bite to eat when you get there.

Look into any specific workplace customs or practices for where you’re traveling. There’s a great article here on business culture in Singapore , and one for Japan here . A quick Google search should help you find others.

World Nomads Travel Insurance

Charge all of your devices the day before you leave on your trip. That way you won’t be caught flat-footed if your plane doesn’t offer outlets or USB charging ports.

Where to Stay

I’ve put these tips near the beginning, because I honestly believe that your accommodation is the most important part of your stay once your dates are set and your transportation is booked.

Start looking for accommodation early. It can be surprising how early accommodation books out. The earlier you start looking, the easier it will be for you to find a good place for a good price.

Look beyond a hotel room. Hotel rooms are often small, impersonal and honestly, overpriced. You’ll probably be surprised at how favorably the price of a fully furnished, serviced apartment compares. Corporate apartments also have the advantage of having essential business amenities like fast WiFi.

For example, corporate serviced apartments are often more comfortable and private than a hotel. Singapore’s well known as being one of the most expensive destinations for business travel in the Asia-Pacific region, making value for your dollar especially important.

Stay close to work. Look for accommodation that is not far from the place where most of your meetings will take place to avoid having to commute in a foreign city. I’m often surprised how bad traffic and subway crowding can be, even during off peak hours.

Make it work friendly. Make sure your accommodation has a work space where you can use your laptop and make phone calls. A small table and chair will work perfectly.

At the airport and in the air

Savvy business travelers suggest signing up for Global Entry and TSA Precheck . Global Entry is a U.S. Customs and Border Protection program that pre-qualifies you for faster customs, while TSA Precheck will get you boarded faster, as many US airports have special (and faster!) precheck lines where you can skip needing to remove shoes, laptops, liquids, belts or light jackets.

Double check any baggage requirements.  You never know when the rules will change. The USA has even floated the idea of banning laptops in the cabin for all flights that depart, land, or even touch down in the USA.

Try to travel carry on only. Checked bags have a potential to be lost or delayed, adding to your stress. If you can do with just a carry on you’ll be more flexible if there are problems and out of the airport quicker once you land.

If you do check a bag, be sure to keep essentials like your laptop, any business documents and tech, some underwear, and prescriptions in your carry-on bag in case your checked luggage is lost or delayed.

Get a lightweight, sturdy carry on bag with wheels, and carry a personal item as well. You can find more tips on choosing a carry-on here , and our tips for choosing the best business laptop backpack here .

Get clothing designed for travel. If you’re short on space, consider getting a travel jacket or travel gear with hidden pockets or that is wrinkle resistant. We like the SCOTTeVEST women’s trench coat or the streamlined men’s Revolution jacke t.

Stay hydrated on the plane . It’s amazing how much a flight can dehydrate the body. Drink more liquids than normal, and go easy on the alcohol to stay hydrated.

Go to bed normally. Studies have shown that the best way to reduce jet lag is to get as much sunshine as possible at your destination and to sleep normal hours. Tempted to take a quick power nap? Chances are it will just extend your jet lag.

Packing tips

When you pack, use a list with everything you need (see our handy packing list below). Focus on clothing items, toiletries, personal documents, money and banking cards, chargers and the items you need for your business meetings and give yourself time to add and remove items from the list. Try to limit the items you pack to the ones that you will really need.

Tip: Check out our favorite toiletries bags for travel here!

Don’t forget to take weather into account. I can’t tell you how many times I’ve forgotten to check the rain forecast and wished for my handy travel umbrella.

I love packing cubes, because they make organizing my luggage a snap. Check out more in our blog post on how to use packing cubes .

Make sure the liquids in your carry-on luggage (such as your shampoo or your soap) are in bottles that are not larger than 3 oz. (100 ml), otherwise you risk getting them removed by airport control.

Put your shampoo and conditioner, and any other liquids that may leak, in a zip-lock plastic bag. Changes in air pressure on the plane have made liquids come gushing out of bottles more than once on my flights, and the zip-lock bags have saved my clothes from many a spill.

Don’t pack what you don’t need. If you’re certain your hotel will have a hair dryer, shampoo and conditioner, there’s no need to pack these items. If there’s none in your room, ask for one to be brought to you.

Business Trip Packing List

Your business culture will determine exactly what to bring (whether it’s formal business attire like suits or business casual), but these tips should work either way.

Click here to download a printable business trip packing list!

Personal items

Credit cards and bank cards

Any other banking or personal ID you’ll need

Business cards to hand out

Find out what business functions you’ll need to attend (e.g., formal business dinners, or giving a presentation) and include clothes for those.

Bring layers, and make sure all your clothes coordinate by sticking to colors and patterns that all mix together.

Shirt. I recommend one top per day, if possible.

Pants or skirt. I recommend one pair for every two days. If you’ve color co-ordinated your clothing, you can get away with wearing a neutral colored bottom at least two days in a row.

Underwear. I recommend one pair per day, if that’s possible, so you won’t need to bother washing them.

Jacket. Check out our favorite  casual women’s hoodie travel jacket here . For more formal business travel, we like the SCOTTeVEST women’s trench coat, men’s travel blazer, or the streamlined  men’s Jacket .

Outerwear. Depending on the weather, you may need extra gear like sunglasses and a sun hat, or a scarf and gloves.

Footwear. Make sure that you pack at least one pair of comfortable business appropriate shoes, as you never know if you’ll have to walk between offices. If you enjoy working out, make sure you bring some proper footwear for that as well.

Pantyhose. I am NOT a fan of these devices of torture, but if you’re in a very conservative business environment, they may be expected.

Tech and business

WiFi hotspot. Hotel WiFi can be unreliable, so we bring our GLocalMe portable WiFi with us wherever we go. I love having internet at our fingertips across the globe, and it saves us a fortune in roaming charges.  Check out our review of GlocalMe mobile WiFi here.

Tip! Too much gear? We understand. Read our article on how to travel lighter with electronics .

Laptop or tablet

Cell phone charger. Consider both a wall plug charger and a portable external battery charger.

Bring noise cancelling headphones. They’re not only fantastic for shutting out the chatty seatmate next to you when you’re trying to work, but they also do a wonderful job in loud hotel rooms, cafes, and new workplaces.

Tip! If you’re looking for a place to work while you’re away, check out our article on how to find the best places to work while traveling .

Plug converter. Depending on the country you’re in, you might need a different electrical plug. To make life easier, make sure all your chargers and devices are usable with 110-240 volts.

Toothbrush and toothpaste

Earplugs. You’ll thank me for this one, whether it’s for the plane or the hotel room. These affordable  Flents Contour Ear Plugs  get great reviews.

See prices and reviews.

Prescription and non-prescription drugs

Skincare products

Electric razor or disposable razor

Spare contact lenses, a case and contact lens solution if required

Prescription for eyeglasses

For women only

Bring your own tampons and pads, or use a menstrual cup like the Diva cup. In some countries, tampons can be especially hard to find, and brands can be quite a bit different away from home. Trust me, as a female traveler, the last thing you want is to overestimate the absorbency of a new product.

Optional extras

If you have the room and want to take along a few extras that’s fine. Here are a few examples.

Wide scarf in your carry on. This can double as a blanket during flight, and a fashion accessory later.

A small first aid bag with items you think you’ll need like pain relievers, band aids and cough drops. It’s never a bad idea to pack Pepto Bismol and Ex-Lax (or, as we call it, the stop and go duo).

Birth control

Voltage converters. We like this  Universal World Wide Travel Charger Adapter .

See prices now.

Tip! Check out our article on How Not to Fry Your Electronics overseas for more tips.

Travel clothes steamer or travel iron

Tide stain remover pen

Lint roller

Small compression bag for laundry

Breath mints. Avoid gum, as it’s considered rude in many countries.

Travel pillow and or blanket

Baby wipes or facial wipes. We always travel with a small pack of these, as they’re wonderful for freshening up before leaving the plane.

Snacks. We often carry small packets of trail mix or protein bars in our carry on. They’re fantastic if airplane food service is sketchy, or if our hotel doesn’t have an affordable minibar.

Was this list helpful? What do you pack on a business trip? Let us know in the comments below!

Need some more packing list tips?

Check out our  beach packing list and our road trip packing lists!

I suggest to check your wallet. Nothing is more evanescent than the title “best travel credit card.” The competitive balance is always shifting and just this month Chase seized the high ground with two of the first Visa Infinite cards issued in the United States

Thanks for the perfect checklist, Ms Micki Kosman. I use to travel often, but do not know that there is such a huge mandatory checklist to be noted. One tip “earplugs” are some useful tips for a traveller. Your tips on “easy tips for nailing the cheapest flight” were really very useful. Also, the travel Preparation tips were very useful.

You shared very important information and I read it carefully and gain amazing knowledge. Thanks and keep it up.

If I were to go on a business trip, I would make sure to find the right limousine since this will provide convenience. Well, I also agree with you that it would be a great idea to hire a person that will plan the travel. Thank you for sharing here as well the importance of talking to a family member who will take care of my house whilst I’m gone.

This is an awesome blog on travel checklist, very helpful and full of resources that will save you time and money when you travel.

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

This site uses Akismet to reduce spam. Learn how your comment data is processed .

Travel After Five

planning business trip

  • After Five Guides
  • Careers That Travel

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.

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

Get on the List

Subscribe and get a free business trip packing list!

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

Notify me of follow-up comments by email.

Notify me of new posts by email.

planning business trip

Ellis James Jewelry & Makeup Bag Review

Trending now.

Photo Setting an Out of Office Message for Traveling on Business

Become an Insider

Join our Travel After Five mailing list for our business trip packing list, along with business travel tips and new products on the market.

Welcome to Travel After Five, a blog for business professionals that travel for work. Along with advice for business trips, Travel After Five focuses on activities you can do after 5:00 pm, after you get out of your last meeting or conference.


Business travel tips.

  • Travel News
  • Travel Products
  • Press & Portfolio

Get Involved

  • Be Featured on Careers That Travel
  • Privacy Policy
  • Disclosure Policy
  • Terms of Use

© 2024 Travel After Five All Rights Reserved. Unauthorized use and/or duplication of this material without express and written permission from this site’s author and/or owner is strictly prohibited. Excerpts and links may be used, provided that full and clear credit is given to Travel After Five with appropriate and specific directions to the original content. · Theme by 17th Avenue


Business First Family Business, Accounting, Finance, Investing, Marketing And Management

How to prepare for a successful business trip in 7 simple steps.

Updated by: Business First Family September 10, 2020 in Operations

  • Share on Facebook
  • Share on Twitter

planning business trip

Business trips can be incredibly stressful. Whether it’s your company you’re representing or your employer’s, you want to make the most of your time away , both in a personal and a professional sense. What’s more, work-related travel can easily go awry. For this reason, it requires some serious forethought and advance planning, which is why we suggest that you brush up on how to do it right before you fly. Before you travel to the most energizing city for your next convention, there are several tips to make you more comfortable. With this in mind, here are our four top tips for organizing a lucrative and successful business getaway.

Determine Your Business Travel Budget

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. You may want to consider additional creative ways to secure budget fundraising . Taking a business trip without a strict budget can be an incredibly costly mistake. First, you need to outline the needs of you and your employees to effectively calculate your trip budget. Even if you are not held to a tight spending limit, do not be unreasonable when looking for accommodations. Before you can schedule your trip, you need to determine your business travel budget.

Strategically Pack Your Bags

When planning for a successful business trip, you need to strategically pack your bags. Taking the time to plan what you are packing ensures you do not arrive in your destination unprepared. Make sure to you pack the essential for business travel trips . Most importantly, you need to pack appropriate clothing for the weather, as well as for business events. Whenever possible, try to fit all of your luggage into carry on bags. Not only will this save you money in bag fees, it will additionally help you save time leaving the airport by avoiding the hassle of baggage claims. Before you leave for business travel, be sure to 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

Whether you’re making arrangements for a business trip on your own behalf or someone else’s, the most important rule is to make your travel arrangements in advance. Leaving even the smallest detail to the last minute can lead to serious problems, with no time left to fix them. For this reason, we recommend starting at the beginning, by familiarizing or re-familiarizing yourself with your company’s corporate travel policy . You’ll want to make sure you’re cognizant of any dos or don’ts before you book, so read through this carefully.

Once you understand what’s expected of you, it’s time to book your getaway, but this isn’t as simple as merely choosing your flights. You’ll also need to consider journeys to and from the airport, as well as any commuting that needs to be done once you or the person who’s traveling has landed. You should aim to plan every detail of your journey from start to finish so you or the person you’re organizing the getaway for can fully utilize the time abroad while also making the best possible impression on those they meet while representing the company.

Choose Your Accommodation With Care

Of course, organizing the actual act of traveling from A to B is only one part of ensuring that your business trip is a success. As you know, airfares and hotel prices are two of the largest expenses when planning a business trip. You’ll also need to think about selecting accommodation, and this should be done with both cost and convenience in mind. Given you’re visiting the country for purely professional purposes, your trip abroad should be seen as a business investment, and in order to make it a profitable one, expenditure must be kept to an absolute minimum.

However, this doesn’t mean you have to book the cheapest option you can find. While you’ll want to be sensible with the company credit card, you’ll also need to take convenience into account. This means, for example, that it may be better to go for a more expensive but central location as opposed to paying less and having to endure a long and stressful commute in a foreign country. In addition, you’ll want to pay attention to the amenities available at the hotels you’re considering, with free Wi-Fi and plenty of power points being important for those whose trip is for professional purposes.

Create An Itinerary

Once you have your flights and accommodation booked, it’s time to create an itinerary. It’s best if this is detailed, in order to maximize each hour spent abroad. This plan will act as the blueprint for your business trip, so be sure to set yourself up for success. Use it to map out each minute of your day, factoring in everything from transport times to any contacts it might be useful to meet. Where the latter are concerned, be sure to make a note of any details you might need, such as telephones and email addresses, so you can get in contact should you find yourself running late, for example. If you do not already have one, set up a free professional email address before you travel. Do remember to factor in some extra time, in case meetings run over or you’re jet lagged and need a few hours to relax and refresh. There are a number of apps that can help you with this, which promises to simplify business travel by providing a digital gateway to the company’s work travel program.

Prepare Your Essential Travel Documents

Before you leave for your business trip, you need to prepare you vital travel documents. All you preparation will be wasted if your travel documents are not all organized and in order. Remember traveling between countries requires a valid passport, documented travel tickets, and in some cases, even a visa. Be sure to research the destination you are traveling to in advance to ensure that you have obtained all of the required paperwork. If you are remaining within the country, you will likely need to still possess a photo identification that corresponds with the information detailed on your tickets and itineraries.

When it comes to organizing a successful business getaway, it all depends on doing your research and properly planning your trip. Taking the proper travel precautions, you can get the most out of business meetings once you arrive in your destination. Be meticulous, follow the steps we’ve set out above, and you can ensure that every moment abroad is taken full advantage of.

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

Save my name, email, and website in this browser for the next time I comment.

This site uses Akismet to reduce spam. Learn how your comment data is processed .

Unlock your potential in 2024 with the Star Achievement Series Designation Course

Office Dynamics International

How to Plan Business Travel & Business Travel Planning Checklists

  • 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.


  • Admin Assistant Training

Like this article? Share it!

Office Dynamics International Logo

Company Information

  • Office Dynamics International
  • 5575 South Durango Dr. Suite 106 Las Vegas, NV 89113
  • 800-STAR-139
  • 8 a.m. – 5:00 p.m. Pacific Time

Site Navigation

Stay connected.

  • Submit a Contact Form
  • View Upcoming Assistant Events
  • Receive Webinar Updates
  • Monday Motivators

RECOMMENDed training

  • Conference for Administrative Excellence
  • Digital Efficiency for Administrative Excellence
  • Executive Support Series™
  • Star Achievement Series®
  • World Class Assistant™


© office dynamics international 2024.

Privacy Policy | Terms of Use

Privacy Overview

Join our administrative community.

  • English (UK)
  • English (CA)
  • Deutsch (DE)
  • Deutsch (CH)

The complete business travel checklist

  • Passport/ID
  • Boarding pass
  • Laptop and chargers
  • Phone charger
  • Notebook and pen
  • Cash and credit cards
  • Reusable water bottle
  • 1 set of workout clothes
  • 1 suit with two matching shirts
  • 1 pair of pants/jeans
  • 2 nice tops
  • Light fleece
  • 1 pair of dressy shoes
  • 1 pair of travel shoes
  • Swim suit (depending on destination)
  • Glasses/contacts
  • Coat/rain jacket
  • Razor & shaving cream
  • Mini shampoo and conditioner
  • Dry shampoo
  • Prescriptions
  • Pain reliever
  • Tsa-approved first aid kit
  • Moisturizer
  • Portable charger
  • Downloaded movies, music and podcasts
  • Healthy snacks

How to create a business travel checklist

  • Travel documents (forget your passport – or Real ID after October 2020 – and your trip will end before it begins)
  • Business supplies/work documents
  • Laptop and other tech gear and accessories
  • Personal items (ID, cash, credit card)
  • Personal tasks associated with getting ready to travel (itinerary planning, bookings, notifications to be made, etc.)
  • It streamlines both trip planning and packing
  • It keeps you focus on necessities (and ensures you forget nothing essential)
  • It helps you say no to non-essential “might-needs”
  • It allows you to continuously refine your business travel packing skills

What should you consider before creating a business travel checklist?

How do you know your business travel checklist is complete, best business travel checklists, what makes a good business travel checklist.

  • There are the things that will vary according to the details of each trip (your wardrobe, business documents, etc.)
  • And there are things that will always go, no matter what – things like toiletries. You can set yourself up for maximum business travel packing efficiency by pre-assembling these necessities so they are grab-and-go ready.

Before you use your business travel packing list

Invest in quality luggage, use suitcase accessories to your advantage, read up on how to boost your immune system before flying, consider a tech-forward travel bag, read up on hotel safety tips, buy a tsa-approved first aid kit, steps to preparing for business travel.

  • Prepare to do business, whatever that entails for this trip  -- daily schedules, documents, presentation materials, etc.
  • Prepare your itinerary and other travel documents  -- unless your trip will be a quick turnaround, be sure to build in some time to yourself to hit the gym, the pool, the local shops or the pillow for a nap. You’ll be happier and more productive if you’re better rested
  • Prepare personally to travel  – booking your flight, hotel, etc. and making arrangements for whatever work must continue in your absence
  • Prepare your trip-specific packing list  and get ready to fill your carry-on luggage

How do you know what you'll need for a business trip?

What travel documents will you need, what will you need to conduct business, what personal items will you need, how will you pay, will your phone work at your destination, will you need travel insurance, things to do before traveling on business, secure all necessary travel documents., secure travel insurance., decide which credit card to take., fully charge all electronic devices., prepare your trip-specific packing list., pack like a pro by sticking with carry-on luggage., purchase a travel wallet., research your destination ahead of time, use social media to connect with peers, plan your in-transit entertainment., set your home to “away” mode., what happens if you don't get everything done before you go on a business trip, how far ahead should you plan before going on a business trip.

Train Plane Travel

Make business travel simpler. Forever.

  • See our platform in action . Trusted by thousands of companies worldwide, TravelPerk makes business travel simpler to manage with more flexibility, full control of spending with easy reporting, and options to offset your carbon footprint.
  • Find hundreds of resources on all things business travel, from tips on traveling more sustainably, to advice on setting up a business travel policy, and managing your expenses. Our latest e-books and blog posts have you covered.
  • Never miss another update. Stay in touch with us on social for the latest product releases, upcoming events, and articles fresh off the press.

Inefficient Processes In Companies Jason Goodman Oalh2mojuuk Unsplash

5 inefficient processes affecting your business and how to fix them

Piotr Chrobot M0wbgfrtxqu Unsplash 1

Duty of care in the workplace: everything you need to know

Thought Catalog Uk78i6vk3sc Unsplash 1

CEO Roles and Responsibilities: conquer your role as CEO

  • Business Travel Management
  • Offset Carbon Footprint
  • Flexible travel
  • Travelperk Sustainability Policy
  • Corporate Travel Resources
  • Corporate Travel Glossary
  • For Travel Managers
  • For Finance Teams
  • For Travelers
  • Thoughts from TravelPerk
  • Careers Hiring
  • User Reviews
  • Integrations
  • Privacy Center
  • Help Center
  • Privacy Policy
  • Cookies Policy
  • Modern Slavery Act | Statement
  • Supplier Code of Conduct

Share article

Your key to an well-planned business trip

Post Cover  black and white Businesses Woman Laptop

A successful business trip starts with a detailed travel itinerary. Through it, you’ll clearly outline your trip and its goals.

What’s a business travel itinerary? What should it contain? When should you get it ready, and how? Read on for our tips on how to create a watertight business travel itinerary.

Business trip and business travel itinerary: defining the terms

Let’s start with the basics: what’s a business trip?

A business trip

A business trip occurs when an employee or a manager takes a trip outside of their usual place of work for corporate purposes. This could be attending a client meeting, a seminar, a conference, or participating in a business fair.

The term business trip is particularly used when the work-related trip is more than 24 hours long. Such a trip can also be referred to as corporate travel .

The business travel itinerary: a roadmap for your work trip

Companies in the know often put together roadmaps. A roadmap is a great planning tool as it spells out the action plan (that is, all the key steps and tasks to be completed) to achieve a goal.

When used to plan a business trip, a business travel itinerary is the trip’s roadmap of sorts in that it’s a great planning tool. It’s the roadmap you prepare ahead of the trip and distribute to the employees going on the trip.

As its name implies, the business travel itinerary includes a detailed itinerary and provides employees with an overview of the different steps in the trip .

While having one is optional to go on a business trip, a business travel itinerary is a useful document to have with you.

How to successfully organize a business trip

When it comes to business travel, the keywords are organization and planning ahead.

Going hand in hand with that is, of course, the business travel itinerary. But since you put it together once all the trip details have been arranged, down to the reservations, let’s first discuss the steps to take before.

Assess your business travel objectives

Before planning anything, the first thing to do is be clear about the business trip’s goals.

  • What is the purpose of the trip ?
  • What objectives does the company wish to achieve?

It’s also good to ask yourself if the trip is necessary and consider its cost-benefit ratio . For example, a business trip incurs many costs for the company (transportation, accommodation, and so on).

Once you’ve asked yourself these questions, it’s time to start outlining the actual trip:

  • Where will the business trip take place? What is the planned itinerary ?
  • What are the trip’s main moments? Who are the key people to meet ?
  • Who’s taking part in this trip?

All these elements must be very clear: they’ll help you put together your business travel itinerary.

Stay ahead of the trip’s expenses

Once you have the destination and itinerary in mind, it’s time to plan travel expenses and put together a budget for any potential expense reports .

There are several areas to budget, such as transportation and accommodation costs or fees to attend a seminar or a conference.

As a reminder, expenses incurred during a business trip are exempt from social contributions and deductible from the company’s taxable income.

Make your travel arrangements well in advance

Ideally, you want to book transportation (plane or train tickets, for instance) and hotel rooms ahead of time to grab the best deals and optimize your budget.

The company is responsible for paying any expense incurred during the trip . 

  • Either the employees on the trip pay for their expenses directly. To get reimbursed, they must file an expense report, including all supporting documents (such as receipts).
  • Or, employees have company cards and can use them to pay for their trip expenses.

Did you know that Qonto offers both physical and virtual payment cards that are fully customizable ? That way, your teams no longer need to pay upfront for expenses and file expense reports . This also lets you stay in control and follow their trip expenses in real-time, should you wish to. And, if your employees travel by car, you can also provide them with business fuel cards to use at gas stations.

Get corporate travel insurance

Before you leave, another element to check is whether you and your employees are covered by the company’s insurance policy during the trip , especially if this trip is going to be abroad.

How to put together a business travel plan for your work trip

Now that everything is booked and the trip is looming closer, you have one last key thing to do: create your business travel itinerary.

This travel itinerary can resemble anything you want, as it’s not a mandatory document. It doesn’t need to contain any compulsory mentions or such and such.

However, to make it a valuable document to have on hand, here’s what we recommend your itinerary includes:

  • contact information (name, first name, address) of all the employees going on the trip;
  • objective and goals of the trip;
  • date and time of departure;
  • length of the stay (including the total estimated duration );
  • means of transport that will be used;
  • lodging address ;
  • contact information of the people you’ll be meeting;
  • addresses and exact location of the meetings and rendezvous scheduled,
  • agendas for the different meetings;
  • and more broadly, the schedule for the trip.

Your itinerary can also be in the form of a table if you find that clearer.

If the business trip is going to take place abroad, including practical information about the country in the travel itinerary is a good idea.

Tools to use to create your business travel itinerary

You have several options at your disposal to put together your business travel itinerary.

Find a template or an example

You can easily find business travel itinerary templates online, available in a Word or Excel format. Use them as they are, or base yourself off those to create yours.

Use a project management tool like Notion

Notion is a very comprehensive project management service.

So, why not use it to create and customize your business travel itinerary? One of Notion’s biggest perks is that it’s a collaborative tool. That way, everyone taking part in the corporate travel can easily edit the document and add their touch.

Why it’s essential to bring a business travel itinerary

A business travel itinerary has many advantages for the company and its employees.

For the employees

Business trips can be stressful times, with lots to think of. Where do I need to go? Who am I supposed to meet? Why am I meeting them? What time’s my meeting? How long am I going to be gone?

By providing your employees with a detailed business travel itinerary , you’re giving them all the information they need to feel reassured and organized during the trip. They can also save time thanks to that detailed document.

Unsure when the meeting’s taking place? A glance at their itinerary will tell them all they need to know.

For the company

Through a business travel itinerary, the company also has a clearer understanding of the business trip’s objectives. This makes it easier, post-trip, to assess whether the trip’s goals were met .

Frequently Asked Questions

Who’s in charge of creating the business travel itinerary.

It’s usually up to the employer or the manager to put together the business travel itinerary. That being said, once all bookings have been made, an employee taking part in the business trip can very well create it, following the company’s travel policy.

Is it mandatory to have a business travel itinerary for a work trip?

No, it’s not mandatory to bring one during a work trip. However, having one on hand is highly recommended, as it ensures a trip is well organized.

As an employee, can I say no to a business trip?

In theory, no. Without reasonable cause, an employee can’t refuse to go on a business trip. Nevertheless, your employer must give you sufficient notice - i.e make sure they’ve let you know well in advance. You should find exactly how far in advance they need to notify you detailed in your work contract.

In addition, you can have real and serious grounds to say no to a business trip. Such a reason could be health issues, urgent family matters, or if your employer refuses to cover your travel expenses (for instance, mileage, accommodation, or transportation costs) . Check out our article on refusing a work trip (link in French) for more details.

What documents do I need to bring for a business trip?

Several documents are essential for a business trip, including:

  • your ID card or passport if you’re traveling abroad;
  • a visa or travel authorization, if needed;
  • travel tickets, and booking confirmations;
  • business cards.

Make your business trips easier

With Qonto, order payment cards for your business trips, and receive them at home in just a few days. Choose from a large selection of cards to suit your corporate travel needs.

Post Cover  Peach Expenses Costs

Qonto collects and processes your personal data to better respond to your requests. Learn more about how we manage your data and your rights.

  • Skip to primary navigation
  • Skip to main content
  • Skip to primary sidebar

Businessing Magazine

Small Business Advice Book

Strategizing     Destiny Clarkson    June 22, 2023     4 min read

Important Things to Remember When Planning a Business Trip

Important Things to Remember When Planning a Business Trip

Professional vacations provide possibilities for networking, customer interactions, and broadening one’s horizons in the professional world. But thoughtful planning and attention are necessary for a successful business trip. It is important to pay attention to different factors, from transportation and lodging to scheduling and packing, in order to ensure a pleasant and trouble-free vacation. This article will go through the crucial details to remember while organizing a business trip and give you insightful advice on making the most of your trip.

Determine the Purpose and Objectives

It is essential to decide on your visit’s objective and the outcomes you hope to achieve before leaving on any business trip. Are you visiting clients, attending a convention, or looking for new business opportunities? Having a clear understanding of your objectives can assist you in organizing your schedule, placing activities in the appropriate order, and making the most of your available time. If you go on the trip with a specific goal, you’ll be able to adjust your preparations to meet those needs.

Research and Prepare an Itinerary

Planning a business trip requires careful planning and preparation. Spend some time learning about the area, taking note of any cultural differences that can affect your encounters, as well as local traditions and business etiquette. Make a thorough itinerary that includes your scheduled events, meetings, and travel arrangements once you have received the relevant information. To guarantee realistic scheduling, consider variables like the distance between places, the flow of traffic, and potential delays. A well-planned itinerary can help you stay on course and utilize your time as effectively as possible, which will eventually result in a great vacation.

Book Your Lodging and Transportation Beforehand

A comfortable and convenient work travel is mostly dependent on lodging and transportation. Depending on your tastes and where you’re going, you could choose commercial flights or look into other options, like private aircraft, for more luxury and flexibility. Using a private jet cost estimator can assist you in evaluating the viability and possible cost savings of private jet travel. Pick and book a hotel with the required services and a convenient place for lodging. To prevent any last-minute headaches, it is advised to book your lodging and transportation beforehand.

Pack Smart and Efficiently

To minimize stress during your work travel, packing wisely is crucial. Make a list of the things you must bring, such as formal dress, gadgets, important papers, and any other items unique to your trip. Plan your clothes based on your planned activities and bring adaptable, mix-and-match apparel. Ensure to keep any necessary travel documents, including IDs, passports, and visas. Consider any additional tools or supplies needed for meetings or presentations as well. You will save time and effort when traveling if you pack effectively.

Stay Connected and Organized

Staying connected and organized is essential for successful work travel in today’s connected world. Make sure you have all the equipment you’ll need for communication, including a dependable cell phone, laptop, and chargers. For uninterrupted communication and internet connectivity, set up a mobile data package or make sure you have access to Wi-Fi. Use organizing tools like task management apps and digital calendars to keep track of your schedule, due dates, and crucial contacts. By being connected and organized, you can remain on top of your obligations, successfully manage your time, and react quickly to unexpected developments or opportunities.

Prepare for the Business Trip

It’s crucial to fully prepare for business trips if you want to leave a good impression and accomplish your goals. Learn about the people or groups you will be meeting with, become familiar with their work, and discover any shared interests. Create a brief but powerful presentation that demonstrates the value you can add to their company.

Be prepared with thoughtful replies to potential queries or concerns. Don’t forget to bring any relevant resources, including business cards, brochures, or samples, to make a good impression. You’ll have a better chance of succeeding in business trips if you come prepared.

To achieve a good end, meticulous attention must be paid to many elements while planning a business trip. You can increase productivity and accomplish your goals by deciding on the intended use and goals, researching your location, making travel, and lodging arrangements, packing wisely, being connected, and organized, and getting ready for meetings. Your business trip can be a wise investment in your career and professional advancement if planned and carried out well.

' src=

Destiny Clarkson

Destiny Clarkson is a writer from Knoxville, Tennessee with a love for country music, poetry, and dancing in the rain.

Related Articles

How to Merge Travel with Networking for Unprecedented Business Growth


Business Trip Blues, 5 Ways to Make Work Trips Feel Like Vacations

Official Supporters

AV Programming Associates


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.   

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. 

Interested in a content partnership? Let’s chat!

Get Started

planning business trip

About SnackNation

planning business trip

SnackNation is a healthy office snack delivery service that makes healthy snacking fun, life more productive, and workplaces awesome. We provide a monthly, curated selection of healthy snacks from the hottest, most innovative natural food brands in the industry, giving our members a hassle-free experience and delivering joy to their offices.

planning business trip

Popular Posts

Want to become a better professional in just 5 minutes?

You May Also Like


🧩 19 Best Online Team Building Games for Remote Employees in 2024


🧘🏻‍♀️15 Employee Wellbeing Programs for the Ideal Workplace Environment in 2024

P. W. Foley

What a great idea.

' src=

This is a great resource, thank you!

' src=

Great concepts here. Great from those who do a lot of corporate traveling!

' src=

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.

' src=

Thanks Vivian! These tips should definitely help him while he travels.

Leave a Reply Cancel Reply

Save my name, email, and website in this browser for the next time I comment.

SnackNation About Careers Blog Tech Blog Contact Us Privacy Policy Online Accessibility Statement

Pricing How It Works Member Reviews Take the Quiz Guides and Resources FAQ Terms and Conditions Website Accessibility Policy

Exciting Employee Engagement Ideas Employee Wellness Program Ideas Thoughtful Employee Appreciation Ideas Best ATS Software Fun Office Games & Activities for Employees Best Employee Engagement Software Platforms For High Performing Teams [HR Approved] Insanely Fun Team Building Activities for Work

Fun Virtual Team Building Activities The Best Employee Recognition Software Platforms Seriously Awesome Gifts For Coworkers Company Swag Ideas Employees Really Want Unique Gifts For Employees Corporate Gift Ideas Your Clients and Customers Will Love

© 2024 SnackNation. Handcrafted in Los Angeles

  • Recipient Choice Gifts
  • Free Work Personality Assessment
  • Happy Hour & Lunches
  • Group eCards
  • Office Snacks
  • Employee Recognition Software
  • Join Our Newsletter
  • Partner With Us
  • SnackNation Blog
  • Employee Template Directory
  • Gifts For Remote Employees
  • ATS Software Guide
  • Best Swag Vendors
  • Top HR Tools
  • Ways To Reward Employees
  • Employee Appreciation Gift Guide
  • More Networks

planning business trip

  • Privacy Overview
  • Strictly Necessary Cookies
  • 3rd Party Cookies

This website uses cookies so that we can provide you with the best user experience possible. Cookie information is stored in your browser and performs functions such as recognising you when you return to our website and helping our team to understand which sections of the website you find most interesting and useful.

Strictly Necessary Cookie should be enabled at all times so that we can save your preferences for cookie settings.

If you disable this cookie, we will not be able to save your preferences. This means that every time you visit this website you will need to enable or disable cookies again.

This website uses Google Analytics to collect anonymous information such as the number of visitors to the site, and the most popular pages.

Keeping this cookie enabled helps us to improve our website.

Please enable Strictly Necessary Cookies first so that we can save your preferences!

A travel planner shares the 10 biggest mistakes people make while booking all-inclusive vacations

  • As a travel planner, I regularly stay at all-inclusive resorts and book luxury trips for my clients.
  • The vacations can be daunting and complicated to book, and many people make mistakes along the way.
  • Booking the cheapest room , requesting an ocean view, and always bringing kids isn't the way to go.

Insider Today

As a travel planner at Marvelous Mouse Travels , one of my areas of expertise is booking all-inclusive vacations.

The luxury trips can be complex to book, so it's easy to get tripped up if you're new to them. And if you're spending upwards of $3,000 for a weeklong getaway for two, you want to ensure you're getting your money's worth.

Here are the biggest mistakes people make while booking all-inclusive vacations .

Jumping into internet searches before thinking about what you want

planning business trip

When choosing an all-inclusive resort , it's important to consider your dream vacation before you even start looking online. Determining a trip bucket list will greatly help to narrow down your search.

I encourage clients to think about things like their budget, nonnegotiable amenities, ideal locations, flight accessibility, desired room features, and resort size.

Booking the cheapest room at the cheapest resort

planning business trip

In all-inclusive travel, you truly get what you pay for.

I recommend focusing searches on properties with at least a 4.5 rating. Value properties often struggle to provide quality food options, comfortable accommodations, and adequate service.

Although entry-level rooms are the least expensive, booking them can also come at a price.

The cheapest rooms can have views of the parking lot or construction sites. Or they're located on the ground floor, which can get musty if you're in a humid, tropical location.

You can often upgrade to a better room for a minimal extra cost, and I think it's more than worth it. If you're really on a strict budget, shorten your trip by a day or two to allow for a higher-quality experience.

Taking your kids along every time

planning business trip

There are many great kid-friendly, all-inclusive resorts, but taking an adults-only trip is so much fun.

Grab your friends, family, or significant others to rewind for a few days without the kids.

On a recent trip to Le Blanc Spa Resort in Cancún, my husband and I appreciated the time we spent reconnecting, unwinding, and unplugging from work and family responsibilities.

Forgetting to research the food

planning business trip

One of the best parts of an all-inclusive vacation is enjoying the all-you-can-eat cuisine and top-shelf drink selections.

Spending up to a week at a luxury resort with mediocre food can be an unenjoyable experience. When reading reviews, p ay close attention to comments about the food quality.

I love the food and drinks at Palace, Sandals, and Beaches resorts and often recommend them to my clients.

Completely ruling out hurricane season

planning business trip

Booking a trip to the Caribbean or Mexico in summer and fall ( hurricane season ) carries some risk, but prices are usually significantly lower than at other times of the year.

The weather can be gorgeous, and there's no guarantee your trip will be impacted by bad weather. If you're concerned, definitely keep an eye on the weather and add on travel insurance while you're booking.

My husband and I honeymooned in the Caribbean in the fall , and the weather was some of the best I have ever had on a vacation.

Booking an ocean-view room

planning business trip

One of the biggest disappointments I hear from clients is that their view didn't meet their expectations.

Some resorts are more liberal with their categorization of partial-ocean-view and ocean-view rooms — maybe you can see a sliver of blue through the trees if you crane your neck.

If you want to see the beautiful blue of the sea from your balcony, you need to book an oceanfront room.

Limiting your search to tropical destinations

planning business trip

Many popular all-inclusive resorts are in tropical locations , but there are also some great options in places like Canada, Europe, and Japan.

Club Med offers all-inclusive resorts worldwide. One of its newest offerings is Club Med Québec Charlevoix , which offers an all-inclusive ski experience in the winter and an adventure experience in the summer.

Trusting your friend's recommendations implicitly

planning business trip

Your friend might have impeccable taste, but that doesn't mean their favorite resort meets your style or needs.

One of my clients might love a resort, but another may not enjoy the experience at all. Finding the resort that's right for you is a very personal process.

Not booking with a travel planner

planning business trip

Sure, I'm a little biased, but hear me out: Choosing the right destinations and resorts for your all-inclusive vacation can be daunting. In Mexico alone, there are hundreds of lodgings to choose from.

Most travel planners offer complimentary services (we get commissions from hotels and other bookings), which can greatly reduce the headache of planning your trip.

I always look for the best pricing and make sure to support my clients before, during, and after their vacations so they can relax.

As part of being an agent, I also visit resorts to vet them for my clients. Reading reviews online can be helpful, but they can also be confusing, so I like to be able to make personal recommendations.

planning business trip

  • Main content


Supported by

Artificially Intelligent Help for Planning Your Summer Vacation

Travel-focused A.I. bots and more eco-friendly transportation options in online maps and search tools can help you quickly organize your seasonal getaway.

  • Share full article

The home page for the Layla travel-planning site, which shows a photo of a woman next to the word “LAYLA” in big type, above a search box showing the query “I need a beach vacation without sharks or tourists.”

By J. D. Biersdorfer

J.D. Biersdorfer has been using smartphone apps for travel since the summer of 2007.

The summer travel season starts in just a few weeks, but if you are looking for software that goes beyond simply booking flights and hotels, you’re in luck. Search engines enhanced by artificial intelligence can help with your research and outline full itineraries. Certain older apps have recently been updated to suggest more eco-friendly travel options. And keeping it all organized on your phone is easier than ever. Here’s an overview.

Using an A.I. Travel Agent

General-purpose A.I.-powered search tools and chatbots like Google’s Gemini spin up a list of things to do on your vacation when asked, but A.I. bots that are fine-tuned for travel queries are often more comprehensive. These bots scout destinations, plan itineraries, search for accommodations and flights, map out road trips and do more — grabbing a lot of information at once and saving you all that time-consuming web trawling.

Give the software your specifics — like destination, length of stay, interests — and see what it suggests. Many A.I. helpers are free to use if you sign up for an account, but some charge a subscription fee for premium services; your app store has specifics.

Layla , formerly Roam Around, is one of the free vacation-oriented A.I. helpers you can find online, and it has teamed up with travel sites that include Skyscanner , Get Your Guide and . If you prefer land-based car and camper journeys, Roadtrippers (free trial; $60 year) includes real-time traffic and air-quality information along with route planning. And old stalwarts like Tripadvisor and Expedia are now using A.I.-generated vacation builders.

But as others have also noted, while A.I. travel planners have much potential, many are still works in progress and usually display disclaimers admitting so.

A.I. bots have been known to offer generic advice like “enjoy lunch at a local restaurant,” suggest activities that are out of season or too far apart, repeatedly recommend the same restaurant, consistently steer you to their advertisers or point you to locations that have closed. If you ask different bots the same question, you may get nearly identical suggestions, all scraped from the same tourism websites.

Still, A.I. travel apps are improving as they learn, and can be useful for the trip research and coordination phase. Just be sure to double-check the bot’s work before you commit to a plan.

Finding Earth-Friendly Options

There’s no shortage of apps for booking transportation to your destination. But if you want to keep the environment in mind, recent updates to Google’s Maps and Search apps now suggest routes and methods that lower your personal impact on the planet.

Google for the past few years has been pointing people to flights with lower carbon emissions , alternative train routes , fuel-efficient driving directions and eco-friendly hotels . It is now expanding its walking, biking and public transit suggestions alongside car routes in several major cities and adding more electric-vehicle charging information. Google Flights shows jet emissions estimates . Google Search has a “consider taking the train” nudge with rail routes and prices under certain flight results.

Apple’s Maps app also shows mass transit , walking and cycling options for getting around town, along with charge-friendly routes for electric vehicles . However, the default apps on your phone are not the only aids. Third-party software for directions and sustainable travel abound.

For example, Citymapper, which covers most major cities in the United States, Europe and Asia, includes environmental impact statistics on some trips. Its directions often include accessibility options that avoid stairways , along with routes for the fastest, cheapest or easiest way to get where you’re going; Citymapper is free with in-app purchases.

Other apps available for those seeking environmentally minded vacations include Bikemap for community-sourced cycling routes around the world, HappyCow for vegan and vegetarian travelers and Tap Hydration and Water Stations to locate sources for refilling reusable water bottles.

Keeping Organized

If you don’t already have software for consolidating your trip information, your phone’s default apps can help. Electronic boarding passes, hotel reservations and advance tickets can be quickly added to the digital wallet on your phone; a pragmatic paper backup tucked in your bag is insurance. Google and Apple offer to automatically add reservations and events from email and messages to your calendar .

Free services like TripIt (and its phone apps ), TripCase (also with Android or iOS apps) and Wanderlog automatically put all your travel information in one place, typically by scanning the information in your confirmation emails. TripIt Pro , a $50-a-year subscription version, adds more features like seat, fare and airline-points trackers, as well as international travel tools and regional risk alerts like those for extreme weather that can affect airline schedules and public safety .

A.I. bots and travel apps will continue to evolve and, hopefully, make vacation planning even easier in the future. Just don’t forget to occasionally put the phone down and enjoy your time off once you get there.

J.D. Biersdorfer has been writing about consumer technology for The Times since 1998. She also creates the weekly interactive literary quiz for the Book Review and occasionally contributes reviews. More about J. D. Biersdorfer

Explore Our Coverage of Artificial Intelligence

News  and Analysis

Ilya Sutskever, the OpenAI co-founder and chief scientist who in November joined three other board members to force out Sam Altman before saying he regretted the move, is leaving the company .

OpenAI has unveiled a new version of its ChatGPT chatbot  that can receive and respond to voice commands, images and videos.

A bipartisan group of senators released a long-awaited legislative plan for A.I. , calling for billions in funding to propel U.S. leadership in the technology while offering few details on regulations.

The Age of A.I.

D’Youville University in Buffalo had an A.I. robot speak at its commencement . Not everyone was happy about it.

A new program, backed by Cornell Tech, M.I.T. and U.C.L.A., helps prepare lower-income, Latina and Black female computing majors  for A.I. careers.

Publishers have long worried that A.I.-generated answers on Google would drive readers away from their sites. They’re about to find out if those fears are warranted, our tech columnist writes .

A new category of apps promises to relieve parents of drudgery, with an assist from A.I.  But a family’s grunt work is more human, and valuable, than it seems.

  • Houston Tourism
  • Houston Hotels
  • Houston Bed and Breakfast
  • Houston Vacation Rentals
  • Flights to Houston
  • Houston Restaurants
  • Things to Do in Houston
  • Houston Travel Forum
  • Houston Photos
  • Houston Map
  • All Houston Hotels
  • Houston Hotel Deals
  • Last Minute Hotels in Houston
  • Things to Do
  • Restaurants
  • Vacation Rentals
  • Travel Stories
  • Rental Cars
  • Add a Place
  • Travel Forum
  • Travelers' Choice
  • Help Center

Pls help in planning a trip to Houston - Houston Forum

  • United States    
  • Texas (TX)    
  • Texas Gulf Coast    
  • Houston    

Pls help in planning a trip to Houston

  • United States Forums
  • Europe Forums
  • Canada Forums
  • Asia Forums
  • Central America Forums
  • Africa Forums
  • Caribbean Forums
  • Mexico Forums
  • South Pacific Forums
  • South America Forums
  • Middle East Forums
  • Honeymoons and Romance
  • Business Travel
  • Train Travel
  • Traveling With Disabilities
  • Tripadvisor Support
  • Solo Travel
  • Bargain Travel
  • Timeshares / Vacation Rentals
  • Texas Gulf Coast forums
  • Houston forum

' class=

Hello! We are coming for a business trip from May 27-June 2 and I’ve already done some research but there is so much info and it’s a big confusion

Bit before I make any bookings or decide on restaurants and fix an itenirRy I need to book a hotel. (It’s a last minute business trip and we just got our visas - so that’s why we haven’t booked a hotel yet)

I’m looking for something that would be in between all these places nddmehrinf around 200-250 dollars a night . Maybe mariot marquis?

Pls pls if you can help me with anything I really appreciate it. Esp restaurants magic shows (comedy shows if any - best malls and outlets

I’m starting to worry as usually I’m

Someone who plans before 5-6 months !!! And there is so much info I don’t know where to start. Yes it’s a business trip but we also have days where we can explore and enjoy . So it’ll be a flexible itinerary, thanks so much in advance

11 replies to this topic

' class=

The places you mention are upwards of 30 miles apart from each other. It is possible to take public transit (buses) to NASA, but it is not time efficient. You can also Uber, but it will be expensive.

There is an easy to use light rail system for the downtown area. You could consider staying near one of the lines.

We like Pinkerton's and J Bar M for barbecue. If you can make it to Pearland, Killen's is excellent. Get the brisket.

sweetdandan: Before everyone continues to "guess" your situation, it would be helpful to answer the basics. As asked, will you have a vehicle available since this is a business trip?

Who is the "we" that you continue to mention? You, your significant other, children?

There are far too many unknowns to guess, but if I had a rental car I would want to stay closer to where my business dealings were located. I would not want to pay the exorbitant parking fees downtown, nor would I want to stay downtown if my business dealings were in Katy or Clear Lake or Spring or Galleria , for example. Especially during a business week after a major US holiday (Memorial Day is 5/27).

Just tried to drive through the heights and so many trees are down. Still no electricity. BK hope your home is ok.

  • Texas trip report - Part 3 Houston 10:44 pm
  • Pls help in planning a trip to Houston 7:51 pm
  • 5 days in Houston for the first time. May 17, 2024
  • Expedia Car Rental: Outrageous Fees During Eclipse May 14, 2024
  • IAH Airport Chaos May 11, 2024
  • Anywhere to fill in time Hobby Airport ? May 10, 2024
  • Closest Hotel to IAH other than Marriott?? May 08, 2024
  • Houston….what to see and do?? May 05, 2024
  • Houston IAH transfer time from terminal A >D after bag claim May 04, 2024
  • Galveston luggage storage post-cruise Apr 30, 2024
  • Mens Haircut Apr 29, 2024
  • Marriott Hotel Apr 23, 2024
  • Cowboy/ranch experience day trip from Houston Apr 22, 2024
  • Hotel ICON vs ZaZa Apr 21, 2024
  • Romantic Things to do in Houston 11 replies
  • Drive from Houston to New Orleans 12 replies
  • shuttle from Houston Hobby to Galveston cruise 7 replies
  • Where to stay in Houston?? 7 replies
  • How hard is it to drive to Houston from Dallas/Ft Worth? 14 replies
  • Ground Transportation Between IAH and HOU??" 9 replies
  • Thanksgiving Dinner at Houston Restaurants 25 replies
  • Christmas Lights Tour 13 replies
  • Christmas Day Dinner at Houston Restaurants 3 replies
  • Nice Reasonably Priced Restaurants near Galleria, Houston 8 replies

Houston Hotels and Places to Stay

  • Transport from airports to Cruise Ports

planning business trip

The Virginian-Pilot

Business | Wawa opens first North Carolina store on the…

Share this:.

  • Click to share on Facebook (Opens in new window)
  • Click to share on X (Opens in new window)

e-Pilot Evening Edition

  • Inside Business
  • Ports and Shipyards

Business | Wawa opens first North Carolina store on the Outer Banks this week

General manager Conni Sanchez holds up the first hoagie made at the Kill Devil Hills Wawa store, which opens May 16, 2024.. (Kari Pugh/The Virginia-Pilot)

“Being 6 years old at the time, those things stick out in my mind,” he said.

McCombs, now an Outer Banks resident, was on hand for a community preview Wednesday, a day ahead of Wawa opening its first store in North Carolina at 1900 N. Croatan Highway. He said he was shocked when he returned from the Vietnam War and saw the Wawa dairy in Folsom, Pennsylvania, had become a Wawa Food Market.

planning business trip

Today, the family- and employee-owned Wawa chain operates 1,050 stores in seven states and in Washington. The closest store to the Outer Banks was in Chesapeake.

The Kill Devil Hills Wawa, at the corner of Fourth Street and U.S. 158, begins a 10-year expansion into North Carolina that will include 90 stores across the state.

By the end of 2024, Wawa will have 10 stores in Kill Devil Hills, Rocky Mount, Elizabeth City, Greenville, Wilson, Goldsboro and Lumberton, said Jay Ratcliffe, the company’s area manager for northeastern North Carolina.

Next year, Wawa plans to open 11 stores in additional counties, including Robeson, Pitt, Cumberland, Onslow, Johnston, Pender, Nash, Brunswick and New Hanover.

Over the next eight to 10 years, Wawa plans to build and open six to eight stores per year reaching a total of 90 in the state. Wawa will invest more than $7 million per store and employ, on average, 140 contractors, the company said in a news release.

“It’s an aggressive build plan,” Ratcliffe said.

Once open, each store will employ an average of 35 associates with Wawa expecting to create more than 3,000 long-term jobs in North Carolina.

Wawa chose the Outer Banks for the first North Carolina store because of its proximity to Virginia, as well as the local “sense of community,” said Kim Dowgielewicz, director of store operations.

The 6,000-square-foot store has eight gas pumps, 52 parking spaces and two underground tanks. It is set to open at 8 a.m. Thursday with free shirts for the first 250 customers, a hoagie building contest between local first responders and charities and a ribbon-cutting at 10 a.m.

The chain got its name from the town where it opened its first dairy operation — Wawa, Pennsylvania — in 1902. Wawa is said to be a Native American word for Canada goose, and company officials played on that connection for the new store about a mile from the Wright Brothers National Memorial, where Wilbur and Orville made their famous first flight.

Thursday’s grand opening festivities will include a flight over the store in a nod to the area’s aviation history, Ratcliffe said.

More in Business

The Hampton Planning Commission recommended approval of a plan that would divide the city into 51 zones, and allow only 1% of homes in the zone to operate as short-term rentals. But some residents argued tourist-heavy areas like Buckroe Beach should be allowed higher density.

City Politics | Hampton’s short-term rental plan backed by planning commission, heads to City Council

From lounge access to bonus rewards, the right card can make your trip cheaper and more comfortable. Here's how to maximize your card's benefits for summer travel.

Travel | Your 2024 credit card checklist for summer travel

The AGGA, which was invented by Tennessee dentist Steve Galella in the 1990s, was not registered with the FDA like Johns Dental’s other devices.

Business | FDA said it never inspected dental lab that made controversial AGGA device

Students, who often work next to unionized full-time employees, are looking for better pay, more predictable hours and benefits such as holiday and sick pay.

Business | Undergrads are unionizing, in a sign of labor’s resurgence

Trending nationally.

  • Cambridge couple stranded in Brazil with premature newborn say they are stuck in ‘bureaucratic morass’
  • Scottie Scheffler arrested at PGA Championship for traffic violation, returns to course hours later
  • Ben Affleck spotted staying at separate home amid Jennifer Lopez split rumors
  • ABC’s ‘Golden Bachelorette’ is 61-year-old Maryland grandmother
  • Preakness 2024: From Mystik Dan to Uncle Heavy, get to know the eight horses in the field


  1. The Beginners Guide to Planning a Business Trip • The Koala Mom

    planning business trip

  2. Trip Planner

    planning business trip

  3. FREE 7+ Sample Business Travel Itinerary Templates in PDF

    planning business trip

  4. How to Plan a Business Trip? 9 Essential Tips

    planning business trip

  5. PDF of Business Trip Schedule.pdf

    planning business trip

  6. How to plan a business trip successfully

    planning business trip


  1. Choosing Your Business

  2. Plan For business Taxes

  3. New Business Travel Booking Plans


  5. Need it all done right? OD does it™

  6. New Ideas For Business Travel


  1. 12 Key Steps When Planning A Business Trip

    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 ...

  2. 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 ...

  3. 15 Tips On How To Plan Successful Business Trips

    We can divide the planning of a business trip into three sections: Pre-trip planning, during-the-trip plan, and post-trip planning. Let us explore these avenues differently. I. Pre-trip planning. 1. Determine objectives. Every endeavor should have a clear purpose or aim. Corporate can define the outcome of a trip for the employees and brief ...

  4. A Beginner's Guide to Planning Business Travel Arrangements

    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.

  5. Planning business trip 101: Tips for business travelers

    2. Plan travel once and repeat. Sometimes the biggest part of getting anything done is devising a plan. So start your business trip planning by coming up with a travel plan that is easily replicable for future trips. Start by making a list of everything that you need to do to plan and turn it into a checklist.

  6. How to Plan a Business Trip

    Assess your risks: Health and safety are top priorities for business travelers. Explore any potential risks and familiarize yourself with areas that are safe and those to avoid before you arrive. Plan your itinerary thoughtfully: Start by reviewing your company's corporate travel policy to understand the guidelines for work-related travel ...

  7. 15 Tips for Your Next Business Trip (Plus FAQ)

    10 tips for a domestic business trip. Here are 10 tips that can help make your next domestic trip a success: 1. Pack the essentials. Be sure to bring enough clothes to cover your entire trip and to pack items that are both comfortable and appropriate for the event (s) you're attending. Bring clothes/outfits that match the dress code or company ...

  8. How to Plan Your Business Travel: 13 Steps (with Pictures)

    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. 6. Start sleeping on the local time before your trip.

  9. 26 Business Travel Tips & Hacks [Packing, Hotel, & More]

    1. Schedule wisely. When booking flights, opt for the first flight out whenever possible to limit the chance of a delay. If you can't get a direct flight, plan for a layover between flights that gives you enough of a cushion to make it to your gate if your first flight is delayed. 2. Stay central.

  10. 25 Business Travel Planning Tips for 2024

    Many companies offer customized travel planning services to help you with everything from booking flights and accommodations to scheduling meetings and events. It can help you save time and ensure your trip is well-organized and productive. 16. Take Advantage of Technology. Technology can be a valuable tool for business travel planning.

  11. How to create a business travel itinerary + free template for 2024

    It enables travel managers to quickly create business travel itineraries for traveling employees-which can be printed off or accessed via the available app. Alongside the benefits a TMC has when creating a travel itinerary, it's also useful when things don't go to plan. Travel management companies often offer.

  12. How to Plan a Business Trip? 9 Essential Tips

    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.

  13. The Ultimate Business Travel Checklist

    Jacket. Check out our favorite casual women's hoodie travel jacket here. For more formal business travel, we like the SCOTTeVEST women's trench coat, men's travel blazer, or the streamlined men's Jacket. Outerwear. Depending on the weather, you may need extra gear like sunglasses and a sun hat, or a scarf and gloves.

  14. How to Plan a Business 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 list accordingly.

  15. 11 tips for planning a business trip for your boss

    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 ...

  16. How To Prepare For A Successful Business Trip In 7 Simple Steps

    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. You may want to consider additional ...

  17. Key Steps for Successful Business Travel Planning

    Essential Steps for Successful Business Travel Planning Business travel planning covers every aspect for an employee's journey when they are on business trips. Planners need to ensure all aspects of each trip comply with company policies, fall within the travel budget, allow employees to achieve the goals of the trip, and account for travelers' safety and well-being.

  18. How to Plan Business Travel & Business Travel Planning Checklists

    Other business travel preparation tips for an assistant: 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.

  19. The Complete Business Travel Checklist

    Here's a travel checklist to get you started: Travel documents (forget your passport - or Real ID after October 2020 - and your trip will end before it begins) Business supplies/work documents. Laptop and other tech gear and accessories. Wardrobe. Personal items (ID, cash, credit card)

  20. Your key to an well-planned business trip

    A business trip. A business trip occurs when an employee or a manager takes a trip outside of their usual place of work for corporate purposes. This could be attending a client meeting, a seminar, a conference, or participating in a business fair. The term business trip is particularly used when the work-related trip is more than 24 hours long.

  21. The Complete Guide to Planning Corporate Travel [2023 Edition]

    For a list of updates you should make to your travel policy, read this guide: 6 Updates for Your Corporate Travel Policy. 2. Detailed Itineraries for Each Trip. A travel itinerary is a document that outlines the timeline, locations, dates, and contact details of the trip. It is crucial for successful business travel, as it helps to solidify a ...

  22. Important Things to Remember When Planning a Business Trip

    Planning a business trip requires careful planning and preparation. Spend some time learning about the area, taking note of any cultural differences that can affect your encounters, as well as local traditions and business etiquette. Make a thorough itinerary that includes your scheduled events, meetings, and travel arrangements once you have ...

  23. Essential Business Travel Itinerary Templates for Successful Trips

    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.

  24. All-Inclusive Vacation Mistakes You're Making, From Travel Planner

    A travel planner shares the 10 biggest mistakes people make while booking all-inclusive vacations. I plan vacations for a living, including all-inclusive trips. Kari Becker. As a travel planner, I ...

  25. Artificially Intelligent Help for Planning Your Summer Vacation

    Travel-focused A.I. bots and more eco-friendly transportation options in online maps and search tools can help you quickly organize your seasonal getaway. By J. D. Biersdorfer J.D. Biersdorfer has ...

  26. Eid Al Adha 2024: UAE residents plan extended holidays

    UAE residents are planning ahead for extended Eid Al Adha holidays, according to Skyscanner. The global travel marketplace has revealed the top trends and insights among UAE travellers ahead of the holiday. Findings reveal that June 14, 2024 is the most popular travel departure date during this ...

  27. Pls help in planning a trip to Houston

    Hello! We are coming for a business trip from May 27-June 2 and I've already done some research but there is so much info and it's a big confusion . Mainly we want to visit NASA - Kemah Boardwalk - authentic BBQ restaurants - rodeo Houston - magic show - breakfast klub

  28. Want to see Taylor Swift's 'Eras Tour' without breaking the ...

    Planning a last-minute trip is more expensive compared to planning months ahead, but there are some affordable ways to get to Sweden: A roundtrip flight from New York (with a connection) are ...

  29. New Yesler Terrace hotel abutting I-5 will be 'seen from everywhere

    The 196-room property is next to where Kaiser Permanente was planning a $500 million facility just south Harborview Medical Center. ... but business travel remains muted .

  30. Wawa opens 1st North Carolina store on the Outer Banks this week

    McCombs, now an Outer Banks resident, was on hand for a community preview Wednesday, a day ahead of Wawa opening its first store in North Carolina at 1900 N. Croatan Highway. He said he was ...