How to Prepare for Business Travel

The most import consideration of business travel is to know why you are traveling and what you are expected to accomplish as a result. Once you have these answers, begin to plan your business trip using the following template.

How to Plan Your Business Meetings

When you know you will be travelling, do the following:

• Have a clearly defined plan for you to follow.

• Set up appointments with your contacts.

• Plan you meetings so that there is plenty of time between appointments. This leaves you plenty of time to move around an unfamiliar city to your next meeting if necessary.

• If you will have some spare time, consider a day trip.

• Consider extending your trip to include a weekend getaway and bring a friend along.


How to Handle Your Travel-related Business Expenses

• Review your company’s policies on business travel expenses and re-imbursement.

• Keep all of your receipts. Make notes on the back of each to outline the nature of the expense. This includes any tips that you give.


Book Your Airline Tickets

Consider the following questions when you book your airline tickets online:

• Are there corporate discounts?

• Are there alternate days/times with cheaper airfares?

• Is it cheaper to use an alternate airport and make a connection to your destination?

• Will you have enough time to make your connection?

• Does the ticket have any restrictions?

• When do you need to pay for the ticket?

• Can you reserve your flight now and confirm your flight later?

• If you cancel the ticket, can it be reused?

• Will you be charged a fee for changing the ticket?

• What other airlines serve this destination?

Book Your Lodging

Book your hotel near where you will be holding your meetings; preferably close to the airport as well.

Consider the following questions when you book your lodging online:

• Are there any hidden charges or fees?

• How much does parking cost?

• How much does the phone/internet/fax cost (local and long distance charges)?

• How much is the tax on your room?

• How much does room service cost?

• How much will it cost to use the fitness room or pool? Will you be charged even if you do not use them?

• What is the hotel policy on room cancelation, early arrival or early departure?

• Does the hotel have a free airport shuttle?

• Are there any corporate discounts?


How to Prepare for International Business Travel

If your business travel is international, consider the following:

• A Passport

• A Visa

• focus on vaccinations and jet lag


Study the Language, Customs and Business Culture

If you will be interacting with another culture, research that culture. You do not want to offend your business contacts.

You should also learn about the business culture and business etiquette (customs and dress code in the work place) at your destination.





Personal Safety Considerations

If your business travel is international, review your destination for safety.


Packing for a Business Meeting

Pack accordingly after reviewing your destination for:

• Climate

• Time of year

• Transportation

• Type of meetings (formal/informal)

• Hotels/restaurants

• The length of time away from home.


Bring:

• a business outfit that is casual and that can be worn on the town.

• clothing and accessories that can be mixed and matched.

• clothing that can go from day to evening and can still work in more than one setting.

• stylish, comfortable shoes.


Pack lightly for shorter trips. You will find it easier to move around with your luggage.

For longer trips, focus on the essentials. Try to cut back on your clothing volume when you pack. You can always send your clothing out for cleaning if you need to reuse them.

Most importantly for your trip, make copies of all of your critical files and charts just in case of emergency.

Traveling to the Airport

Confirm the status of your flight before you depart and before you return home.

Transportation Options

Arriving at/departing from your destination, consider the following transportation options:

• hotel shuttle

• taxi

• public transportation – use this option only if you have enough time, little luggage and are familiar with your destination.


For traveling to/from your meetings, consider:

• the subway – avoid traffic jams

• a taxi – the risk is that you could be caught in traffic.


Arriving At Your Hotel Room

• Phone home and your office to let them know you have arrived safely. Provide them with your phone number.

• Confirm your upcoming meeting times.

• Set up your work materials near the phone and internet connection. Make it easy to find everything.

• Plug in your laptop and phone charger.


Prepare for Your First Meeting

• Pack your briefcase with everything you will require.

• Prepare your clothing and shoes.

• Set the alarm clock and ask for a wakeup call.

• Arrange your transportation to the meeting(s).


Rise Early on the Morning of the Meeting

• Review the details of your meeting(s).

• Enjoy a leisurely breakfast.

• Leave enough time to travel to your first meeting.


At the End of Each Day

• Review the events of the meeting

• Contact your office for messages; brief your supervisor.


Checking Out of Your Hotel

• Pack your bags.

• Check your room carefully to make sure you did not leave anything behind.

• Use the express check-out from your hotel.


Upon Your Return

• Unpack

• Debrief your supervisor.

• Follow through with any commitments that you made in your business meetings.

• Complete the expense report required for business travel. Organize your receipts by category (food, transportation, lodging, airfare etc.) when you complete your expense form.

Return from Business Travel to DO-IT-YOURSELF TRAVEL PACKAGES