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Business Travel

How to Plan a Corporate Business Trip: Don’t Forget Airport Transportation

Within the past decade, business travel has fluctuated with changes in the economy. While business trips are stereotypically depicted as lengthy cross-country flights, the Research and Innovative Technology Administration reports that the majority of business trips in the US are taken within 250 miles of home.

On a shorter business trip, an employee is likely to travel by car. But once a business trip extends over the 500 mile marker, an employee will travel by airplane to get from point A to point B as quickly as possible.

If you’re planning a major corporate business trip for multiple employees, complete with air travel, keep these helpful tips in mind to save both time and money on unnecessary travel delays:

  1. Book with a travel planning website. If your company doesn’t currently work with a travel agent, you can kill multiple birds with one stone with the use of a travel planning website. There, you can book airfare, hotel, and car rental directly, often receiving an additional discount for booking a package deal.
  2. Book airport transportation in advance. Instead of paying for employee mileage as individual vehicles are driven to the airport and parked for several days, book an airport shuttle to take a group directly to the airport. When you factor in the cost of gas, mileage, and parking fees that will have to be reimbursed, the single cost of a shuttle is much more economical.
  3. Brief employees on airport security. A holdup at security could mean that a flight is missed altogether, costing a business hundreds of dollars if a ticket is nonrefundable. Before a major corporate trip, employees should be briefed on the best practices to move through airport security as quickly as possible. All employees should wear slip-on shoes and easily removable metal items, like belts. According to TSA regulations, toiletries should be placed in small Ziploc bags and packed at the top of a suitcase for easier access.
  4. Provide employees with separate laptop bags. Employees will appreciate this company bonus in a laptop bag that can be used for convenience and to protect a company-issued computer. On top of that, a security approved laptop bag will pass through an airport security checkpoint even faster without having to remove a laptop to place it in a separate security bin.
  5. Carry on whenever possible. Today, many airlines charge an additional fee to check a bag, which can add on to total travel expenses. For a short business trip, employees should be encouraged to travel with a carry-on only and pack lightweight, wrinkle-free clothing that can be used for professional meetings throughout a business trip.