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Maybe you have traveled for work a few times, but have always had someone else plan the itinerary for you. Now that you are getting ready to plan a business trip, what are the different factors that you need to keep in mind?
The Business Trip Checklist
As you are putting together your plan for a business trip, you will want to answer the following questions.
- When are you going?
- How will you get there?
- What are your required activities?
- Where will you stay?
- How will you get around?
- How will you pay for things?
- What documentation or supplies are required?
1. When are you going on your business trip?
The first step to planning your business trip will be to determine when you need to go. You may need to coordinate with your team members or client to determine what the best time to take your trip will be. If you are going to a conference, the dates may be pre-selected. You will just need to determine how long it takes to travel to the location so that you can leave on time.
2. How will you get there?
Will you drive for your business trip, or will you take a plane? Depending on how far away your business trip will be, you may have to budget additional travel expenses. Other options may be taking a bus, or carpooling with your colleagues.
3. What are your required activities?
What do you need to accomplish while on your work trip? If the purpose of your business trip is to attend a conference, look up the itinerary ahead of time so you can see when the different sessions are occurring. If you are visiting a client, ensure that your client is available to assist you during your trip is a must. Start building your business trip itinerary on your required activities.
4. Where will you stay during your business trip?
Now that you know what your required activities are, you can figure out where to stay on your business trip. I prefer to stay as close to the client as possible, so that I do not have to worry about rush hour or waking up too early. Some people will prefer to stay downtown or near a city center, so that you are close to the best food in the evenings.
5. How will you get around?
Depending on the city that you are traveling to for your business trip, there may be a few options for how you will get around. If the city has a good metro system, you may be able to take the train. If you are staying across the street from your client or in a convention center for a conference, you may be able to take an Uber directly to your hotel. If you are in a smaller town or you are further from the airport, renting a car might be your best option.
6. How will you pay for things?
If you are traveling domestically, you may be able to pay for everything on your business trip with your credit card. Check with your company if you will be paying for expenses up front, or if they will be giving you a corporate credit card to use. If you are traveling outside of the country, consider if you have international fees on your card. You may also want to pick up some small bills in the local currency for emergencies or small purchases.
7. What documentation or supplies are required for your work trip?
If you are traveling internationally, research ahead of time if you will need a business travel visa before going on your work trip. Business travel visas may take a lot of time to process, and may be expensive. If you are traveling to a conference, consider if you need any marketing materials or business cards for your company. If you are traveling on a business trip, you also probably do not want to forget your work laptop! Plan your business trip packing list accordingly.
Being a Business Trip Planner
Once you have all of the above questions answered, you should have a thorough plan for your business trip. Before you make any reservations, make sure to consult with your manager or company to make sure that your choices are within your company’s budget. The last thing you want to do is be caught with expenses that were not approved!
Traveling for work? Also check out:
- How to Plan a Business Trip
- How to Pack for a 3 Day Business Trip
- How to Survive a One Day Business Trip
- How Do I Change My Name on TSA Pre-Check?
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