Good times bad times and despite the recession, CEOs and companies' directors still have to travel. But traveling can be costly, especially when the company has to cut costs. So how can you save money when traveling for business meetings, conferences and conventions? Here are 15 great tips that will help you save money when traveling for business.
1. First, plan ahead to have a wider range of options, in order to get cheaper quotes and prices and avoid unecessary costly surprises. Find out as soon as possible what you will need in order to make that meeting a success: where will it be, when will it be, how many people will attend, how many conference rooms and bedrooms you need.
2. Reserve in advance and avoid last minute reservations. The closest to the meeting date you book, the less options you will have. With little notice, hotels and convention centers will be less likely to give you a good deal. Moreover, you risk having not enough meeting rooms or bedrooms available.
3. Choose a closer meeting place, or a less popular one. A less crowded hotel will be more likely to give you a great rate than a very popular one.
4. Opt for a time of the year with little activity and avoid times of the year when hotels and conference centers are full. This include special events, festivals, sports events and much more.
5. When flying locally or withing short distance, go coach. Keep your business class for international and long distance flights.
6. Instead of using a travel agent or a meeting planner, directly call the hotels and ask them for a premium rate for the attendees. Remember that hotels want your business, and if they need to accommodate several guests for your conference/meeting, they will offer you a better rate. Ask the attendees to book the hotel themselves, quoting your group rate.
7. Bear in mind all the extra costs: meals, taxes, internet access, parking, phone calls, etc.
8. Stress the importance of comparing before booking. And there are lots to compare: rates, whether internet is included or not in the cost, wireless vs cable internet, whether continental breakfast is included or not, access to a gym and or sauna, suites vs bedrooms.
9. Consider pairing the attendees in double bedrooms when possible. Of course, you would not put two strangers in the same room, but attendees from the same office may be willing to share a room, saving you a lot of money.
10. Ask the hotel if they would be willing to give the meeting planners a free night of stay. Remember that meeting planners need to arrive at least a day ahead to get everything ready for the meeting.
11. Think about bringing your own laptop and projector. Most hotels and conference centers will allow you to borrow them, but at a cost.
12. Choose a hotel conference room over a conference center. You can probably get a better deal if you are booking bedrooms as well.
13. Get sponsors. A lot of companies like the idea of being linked to important conferences and meetings, giving them more exposure.
14. Buy your drinks in bulk from a nearby store instead of buying from the hotel catering service. You will get a much better deal.
15. Let the attendees know what they will be reimbursed for. Remember that well informed attendees and guests will be more careful with their spending.