Intro:
Corporate travel managers have a lot on their plates. In addition to ensuring that every business traveler has a place to stay and access to ground transportation, managers must book the appropriate accommodations per team member.
For example, corporate travel accommodations for a meeting differ from the ones teams require for company retreats.
Moreover, some staff might combine company trips with weekend vacations to optimize bleisure travel.
Since corporate travel planners review expense reports when travelers return, they must note the parameters of every trip. Plus, different types of travel have other requirements.
Traveling sales teams might not need flights booked for them. However, they will need access to rental vehicles and motels, or mileage reimbursement and hotel accommodations.
The following are seven types of business traveler that corporate travel planners must consider.
1. Training and Development
It’s always more convenient when travel managers can book their team on properties where training and development will occur.
However, sometimes training takes place at corporate headquarters or a company facility. Therefore, travel planners must find nearby lodging and ground transportation to and from the sites.
Then, planners must figure out meals and costs for traveling employees. Some hotels that cater to business travelers offer packages that include breakfast. Thus, members might receive per diems for lunch and dinner.
Plus, training and development usually occur during the week as opposed to the weekend and for several days. Therefore, planners must find properties that can accommodate employees for the duration.
2. Industry Conferences and Events
When team members attend industry conferences and events, planners must book accommodations well before the travel dates. Hotels, restaurants, and ground transportation fill up quickly and drive prices up.
Therefore, planners must mark these dates on their calendars and start booking accommodations ASAP.
Industry events keep business travelers busy. Thus, book them near the event venues and ensure that the hotel caters to corporate professionals.
Hotel Engine offers additional insight of corporate travel for planners.
3. Meetings
Closing deals is no easy task. The process requires building business relationships, research, and salesmanship skills. Where team members stay during trips for meetings sends indirect signals of company health to the hosts.
Companies want to close deals with financially solvent business partners. Therefore, it’s necessary to make a good impression.
Organizations should avoid overspending on unnecessary amenities. However, planners should pick 4- to 5-star accommodations that leave a lasting impression. The same goes for ground transportation and restaurants.
4. Company Retreats
The number of employees participating in company retreats will determine the best accommodations. Since the corporate travel sector has become valuable for the hospitality industry, more vendors have popped up.
For example, company retreats can take place on ranches, luxury camping sites, and hotels. It’s one reason why resorts in spacious locations of Wyoming, Montana, and Colorado have gained demand.
Planning company retreat accommodations are more intricate than those for industry conferences. Planners must also book ground transportation and meals.
5. Long-Term
Corporations that open locations across the country might hire local construction companies to build the new sites. They might also send trusted teams.
Long-term travelers require different accommodations than travelers who will receive training and development. Construction teams benefit from extended stay or housing lodging over motels and hotels. The same is true for travel nurses.
Access to kitchens and public transportation or rental cars allows construction workers and travel nurses to allocate their budgets as they see fit for meals and local transport.
6. Bleisure
Younger business travelers have shown more savviness when it comes to optimizing travel. For example, they figure out how to combine weekend getaways with weekday corporate trips.
Therefore, planners must figure out where the business trip begins and ends. Then, professionals become responsible for the rest.
By outlining the details beforehand, reviewing expense reports afterward becomes easier. Moreover, the team member understands the expenses that will become their responsibility.
7. Transfers
Companies with several locations, including international ones, might transfer employees and pay for the travel expenses. Thus, planners will book the flights, accommodations, and ground transportation.
Transfers might only require a one-way flight. Then, the company may pay for hotel expenses until the employee finds permanent housing.
Thus, planners must understand the parameters and book accordingly.
Conclusion
Corporate travel planners plan trips for several types of professionals. The needs for company retreats differ from those of industry conferences and events. By understanding the differences, planners can obtain the best accommodations for each and the best rates.
