Business Travel Itinerary – The ins and outs

Written by Reace

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February 15, 2024

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Nick Morrison Fhnnjk1Yj7Y Unsplash Scaled

Creating a business travel itinerary is an essential part of any successful business trip. However, it can feel overwhelming and stressful if you don’t know where to start.

There are many factors to consider when creating a business trip itinerary, such as booking and keeping track of flights and accommodations, making transport arrangements, organizing meetings, and much more.

Below we will look at the ins and outs of corporate travel itineraries. We will look at tips for a successful business trip itinerary as well as what needs to be included in one and how travel management agencies can help you create your itinerary.

If you oversee the handling of corporate business trips you need to make sure that your itinerary is well-organized, strategic, and thoroughly thought out. Leaving a bit of room for fun for the traveller.

Tips for Corporate Travel Itineraries:

1. Find out about the traveller

It’s important to ensure that the travel arrangements are in line with the traveller’s preferences. Knowing if they are vegetarian, enjoy inflight entertainment, enjoy gyming, or are gluten intolerant are details that will make their trip more enjoyable as you book accommodation, meals, and entertainment around their preferences.

2. Thoroughly Plan

Planning in advance every detail of the trip is highly important for a successful business trip. You should plan all meetings, check-in times, flights, transportation, etc, as this leaves room for last-minute changes if necessary. These arrangements should be planned at least one month in advance to make sure everything fits in with the traveler’s schedule as well as give the organizers a chance to check all arrangements. Planning ahead of time can also save you money when it comes to booking flights, accommodation, and transport making it beneficial.

3. Extra Time

The traveller might want some extra time during the trip to either achieve other business tasks or even spend some time sightseeing. See what other activities they might want to do or other tasks they want to complete and add some extra time to the schedule for these things.

4. Priorities

Make sure to prioritize the most important aspects of the trip such as meetings or presentations and organize everything else around these events. Plan enough time before these events in case there are travel delays. This will allow your traveler enough time to prepare for the meeting or presentation and will not have to run from a flight into an important meeting.

Creating the corporate travel itinerary

Let’s look at exactly what should be included in a business trip itinerary :

-Flight details: This includes flight and seat numbers, travel schedule, departure times, arrival times, layovers, travel agency information, airline and reservation information, and important travel details. These details should break down each leg of the trip.

-Transportation details: This includes car rental details and pricing, pick-up and drop-off locations, transfers, parking details if the traveller is self-driving, and maps that show where the venues are for scheduled meetings.

-Accommodation details: This includes details of hotel bookings, check-in and check-out times as well as late or early check-ins and check-outs, hotel information and addresses, reservation details, and phone numbers for taxi drivers and reception staff.

-Trip details: This includes meeting schedules with times and venue addresses, trip planners, daily activities, event or conference information, and contact information for business contacts.

-Other details: This includes tickets for conferences or events, weather details and what to pack, nearby restaurants and coffee shops as well as places of interest, and any other trip-specific information.

Travel Management Companies

As you can see planning for a business trip and creating a detailed itinerary requires a lot of time and effort and can be a stressful experience. That’s why it’s a good idea to hire a travel management company to do it all for you. Travel management companies have travel experts who have experience in business trip planning. They take care of all aspects of your trip including travel itineraries, bookings, and planning for you and your specific trip.

Besides creating detailed itineraries travel management companies are also able to help when problems and unforeseen circumstances arise. They provide you and your travellers with 24/7 assistance and support. They offer many services to help plan corporate travel. TMCs are there to take the stress out of your hands and ensure a successful business trip. They take the information provided by you and create an itinerary that will ensure all purposes of the trip are covered.

To sum it all up having a well-planned, detailed itinerary is an important part of having a successful business trip. An itinerary is something that a business should pay great attention to and should be a main priority in the business trip planning process. At The Travel Group, we take pride in creating business trip itineraries that are detailed and fit all the specific needs of you and your traveller. Our professional travel consultants are ready to chat with you and help you plan a successful business trip that is well-organised and productive.