Making Corporate Travel Arrangements

Business travel can be an excellent way to experience new cultures and destinations and connect with a larger network, and close sales. However, it can be expensive and difficult to manage. With so many things at stake the balance between cost-effectiveness and employee comfort with compliance policies and procedures can be a struggle for businesses of all sizes.

When it is time to make travel arrangements there are different participants: travel managers, travel agents and online booking tools and employees traveling for work. Each of them has a role and responsibilities.

A travel manager typically oversees the entire corporate travel program as well as relationships with travel providers such as hotels and airlines. They can negotiate contracted rates find more and discounts that aren’t offered to individuals. They can also make use of the global distribution system (GDS) which enables them to search for hotel and flight options for their employees. This reduces time and frustration since they don’t have to phone each supplier separately.

For large events and meetings, the travel management team can search for venues to ensure they’re suitable for the the expected audience and logistics of the meeting. They can also reserve restaurants, hotels and convention centers to host the event.

Many companies have an in-house technology or software team that creates and manages the company’s travel booking system, in addition to other specialized apps for tracking expenses or navigation, as well as for converting currency. These are helpful for employees on the go and assist them in staying on track with their expense reporting, and keep them informed of important updates and changes in the workplace.