Corporate Travel
Many industries offering travel related services are focusing on corporate travel as a mechanism to increase their competitiveness. A mix of corporate travel and other client-specific issues relating to business travel can be puzzling. Nevertheless, since the contemporary world is characterized by many advisories on use of airlines, car rentals, and many other operations in business travel, the confusion is constantly eliminated.
Corporate travel is phrase that relates to travel instigated by business concerns. There are many reasons for engaging in corporate travel such as attending conferences, training sessions, and a myriad of other business events. Business travel related expenses such as hotel accommodation, airfare, meals and many others are usually catered for by the companies sponsoring the various traveling parties.
As corporate travel is constantly increasing, industries offering travel related services such as airlines, car rentals and hotels are actively competing to lure travelers. As such, they provide many amenities and additional features that appeal to potential travelers. Many travel related firms have gone further to develop loyalty programs in which they award clients who utilize their packages regularly. Consequently, many travelers belong to one or more loyalty programs in order to minimize the costs involved in corporate travel.
The unique aspects of corporate travel that distinguish it from other forms of travel include willingness by travelers to pay more for services as compared to leisure travelers. Additionally, corporate travel is dissimilar from leisure travel in that it does not have a peak season. This is because business meetings, training programs, conferences and other business activities take place throughout the year.
Business travelers should analyze a number of issues when booking for hotel facilities. Of vital importance is the location of the hotels. Along this line, many hotels catering to corporate travelers are close to cities’ central business districts or near airports. Hence, corporate travelers can navigate between various destinations such as hotels of residence, meeting places and airports with ease. Business travelers should also consider the transport options available. As matter of convenience, some hotels are served by shuttles that connect them to major locations of the central business district. In addition, some hotels may have taxi services for their corporate clients.
Hotels also use Internet services as a prime attraction to their services. Since most corporate travelers may need to use the Internet at some point where they stay, many hotels provide Internet hotspots so that their clients can surf on portable computers as they utilize the hotel facilities. Alternatively, some hotels provide computers that are internet enabled in guest rooms or lounge areas so that clients can easily use them.
Overall, most hotels provide efficient services as a way of luring both business travelers and leisure travelers to make frequent visits. This is achieved by ensuring that clients get satisfaction from the services offered. As such, hotels ensure that travelers on tight schedules are accorded prompt services so that they can make easy connections between their meeting places, the hotel and the airport without encountering hitches.
As a way attracting corporate travelers to utilize their services frequently, and urge them to expend more money, airlines are currently improving services related to business travel. In this respect, first class flights are now regarded as “business class” in order to motivate travelers to buy this type of tickets rater than the coach tickets. Additionally airlines increase the allures in business class by way of extending luxuries to travelers who use corporate travel. Such allures include roomier seats that provide more space for legs and elbows. Roomier seats also provide an opportunity to use work facilities such as laptops, which are a common luggage among corporate travelers.
Although additional services come with additional costs, many aviation firms lure clients using business class by providing better meals. Though this may seem as an inconsequential perk, it is a crucial factor among business travelers who fly frequently- like several days per week. Other features that create differences among airline services include electrical outlets. This involves provision of points where clients can plug their laptops for power supply. This is crucial given that most corporate travelers need to use their laptops all the time.
The increasing level of corporate travel necessitates an increase in demand for car rentals. Corporate travelers who are ever engaged are better off renting cars than depending on conventional public transport means. With this in mind, car rental firms are offering a number of incentives in order to create loyalty. To begin with, car rental firms are investing in clean and reliable cars to boost corporate travel. This is crucial because no traveler would want a car to break down on the way, especially when rushing to attend a very important meeting. This would not only be an inconvenience but would result in a great loss of finances. This is why car rental firms are investing in a great deal of reliable cars.
Car rental firms are also ensuring that their cars are available whenever they are needed. This is achieved by distributing the cars in various locations, particularly in areas of business. In addition, many top car rental firms extend their services even to the remotest regions provided they have market potential. In addition, some car rental firms have introduced pick-up services for corporate travelers. These services are very essential since business travelers can assign car rental representatives to pick them from whatever location they are.
Competition among car rental firms usually leads to a great reduction in price for services offered. Thus, to increase their competitive advantage, car rental firms offer differential rates of discount on various terms of their services as regular renter programs, special promotions and a multiplicity of other enticements.
Business travelers possess a unique image with respect to traveling, particularly where luggage is concerned. They carry a variety of luggage including briefcases, laptops, presentation materials, clothing, toiletries and many others depending on their nature of stay. In view of this, the travelers also want to avoid the hassles involved in checking in luggage and carrying it from one point to another. Hence, it is recommended that such travelers use a pack light system.
Pack light means that business travelers simply have to carry appropriate luggage. It is advisable that the business travelers carry their luggage rather than have it checked in. It is also worthwhile to determine beforehand the nature of luggage carried on particular flights to avoid inconveniences. Of particular importance is consideration for packing that has multiple compartments to fit several items such as laptops and other necessities that can be accessed with much convenience.
It is also important to consider using easily portable toiletries such as shampoo and toothpaste packs. In order to save on clothing space, it is advisable to wear suits while traveling instead of carrying them. The suit can be ironed at the airport if need be. The trick is to carry several shirts, blouses, ties and other additional clothing that matches with the suit. When such outfits are worn on different days, they appear as entire new sets every day.
Businesses whose staff partakes in regular corporate travel should capitalize on the incentives offered by hotels, major airlines, and car rental firms. Loyalty packages involve a variety of incentives such as earning points each time a person from a given company travels, uses hotel facilities, or uses a car rental service. The points accumulate and can be cashed at given intervals or be exchanged for services such as free travel, hotels stays or car rentals.
Reward schemes can be done through credit cards, in which points accumulate for each dollar spent on a given expenditure. Credit card firms may allow business travelers to redeem their points in facilities such as concerts, restaurants, or sporting events. Reward schemes increase various companies’ popularity since they may allow bearers to earn points for any shopping in prescribed facilities whether it relates to travel or is not.
Since it is employers who cater for business travel expenses, it imperative that the people involved in traveling keep valid records of their dealings. Thus, any receipts offered for meal fares, car rentals, hotel accommodation, trade fair entry charges and all other forms of expenses that pertain to business should stored. Even records of road expenses should be kept in terms of the charges on gas with reference to mileage. Travel related records are very important during times of filling tax return forms. Thus, even if the people involved in travel are responsible for writing the records on their own, the records should reveal the real situation. Credit card statements may not be the best method to keep financial records.
Maintenance of travel records such as receipts should be taken as a priority by organizations. When the records are filed in a presentable manner, it is much easier to retrieve them get and reimbursement wherever necessary from the company. In addition, for companies which reimbursements are not done until reports have been generated, it is possible to generate the reports quickly from information available in records and therefore be reimbursed appropriately. Good recording ensures that personal expenses are separated from business expenses during travel.
Travel management firms are currently on the rise as the need for business travel grows. Travel management firms are oversight bodies that have specialty in planning business travel ventures. Such firms have identified the needs of travelers and accord them tailor made services. Various corporate organizations hire the services of travel management firms in order to save on travel expenditure. Such organizations have realized that it may not be worthwhile to carry out travel arrangement on their own, and outsourcing the services therefore helps the situation. Additionally, businesses save significantly and get reliable travel services when they engage proficient travel management firms. These firms also offer discounts when businesses book for multiple travel services, which further increase benefits to businesses.
It is important to evaluate the performance travel management firms by inquiring if they have any affiliation with airlines, hotels or car rental firms. If some of affiliation exists, it is worthwhile for an organization to use the services of such firms rather than seek the best deal by comparing various travel management firms. Reputable travel management firms are those that have the ability to use up-to-date technology to search the best deals offered by travel agencies. The technologies should incorporate on-demand computer searches that facilitate immediate retrieval of information.
Lastly, reliable travel management firms are those that provide services that match the needs of an organization with respect to corporate travel. The travel management firms should be to save the business the hassles involved in securing deals for business travel. For instance, the firms should be working on a 24-hour basis so that they can be contacted any time there is need for clarification on any travel issue.