Common Event Travel Nightmares (and How to Avoid Them!)

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Planning and managing a corporate event takes a lot of time, money and effort. Event travel management can be particularly challenging, and being aware of potential issues and how to avoid them can prevent problems before they start.  These common corporate event travel nightmares don’t have to ruin your event; with a little help you can pull it off without a hitch and even save a few dollars.

Common Event Travel Nightmares and How to Avoid Them by GTI Travel

1. Overspending

When it comes to corporate event planning and travel, one of the major problems is that the money being spent doesn’t belong to the people who are spending it. Creating a budget and staying accountable is essential if you want to pull off a successful event that won’t break the bank. Corporate travel management companies have access to global networks that provide low corporate rates for air, hotel and ground transportation and can save your company thousands of dollars. They offer rooming lists, arrival/departure reports and cost-savings analysis to help you save money and solve attendance problems before they happen. After your event is over, having access to a money-saving reports, analysis and follow-up assessments can help improve planning and spending for your next event.

 

2. Too Many Cooks in the Kitchen

Organizing committees may sound like a good idea, but let’s face it—when there are more people involved there is more potential for conflict and errors. Streamlining the planning and execution of a corporate event can save an inordinate amount of time, stress and money. Putting a few knowledgeable employees in charge of the project and having them work in concert with experienced travel management services professionals will simplify the process and make things easier for everyone involved. These dedicated agents can help with everything from event site selection, transportation and attendee registration to meals, activities, and more.

 

3. Poor On-Site Management

So it’s time for the big event and everything seems to be going well….until it isn’t. Lodging mix-ups, registration mishaps, inclement weather and other factors beyond your control can throw a wrench in pulling off a successful corporate event. On-site program directors can help you and your employees avoid stress while traveling by taking care of both small details and bigger issues, allowing you to focus your attention on the meetings and events at hand.

 

4. Walking a Fine Line Between Business and Pleasure

If an event is too dry attendees may lose interest, but it’s important to keep it professional. The best corporate events communicate a company’s values, culture and intentions with engaging content in an environment that connects guests. Recreational activities are a great way for people to unwind and connect, but providing clear guidelines for employee conduct can help your company avoid personnel disasters that could spell trouble. A company that provides travel management for business travel can assist you with creating well-defined guidelines that outline your employees’ responsibilities, a code of conduct and the procedures they are required to follow when attending conferences, events or traveling for business.

 

Professional travel management assistance and proper planning, coordination and execution can turn these event travel nightmares into a successful and enjoyable event you’ve dreamed of.

Guide to Travel Risk Management for Small Businesses

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Guide to Travel Risk Management for Small Businesses by GTI TravelMore and more people are traveling for business these days, and employers have the daunting responsibility of keeping their employees safe. Risk can come in many forms—terror attacks, natural disasters, infectious diseases and lost passports to name a few. Ensuring that your employees’ business travel runs as smoothly as possible and providing adequate resources if something does happen can improve productivity and save your company money. Smaller businesses have unique needs, and this guide to travel risk management for small businesses can help you make sure all of your bases are covered.

1. Create or Update Your Company’s Travel Policy

If you do not have a travel policy in place, it is vital to develop one and disseminate it to your employees. It may seem overwhelming, but using a travel management company that can assess your needs and help you come up with a formal travel policy makes it much easier to keep your employees safe when they’re on the road.

Many small businesses have employees who are like family, and getting their input on what should be included in your travel policy will help you create and improve a comprehensive policy as your business and the world changes.

If you already have a business travel policy in place, it’s important to review and update it frequently. Keeping your policy up-to-date and creating well-defined guidelines for your company’s travel policy can actually help you prevent a crisis from happening; and your employees will better understand their responsibilities and the procedures they are required to follow in case of an emergency.

2. Be Prepared

Having well-defined plans and processes in place can also help you effectively mitigate the impact of risks associated with corporate travel. Business travel management companies that provide tools, services and solutions for your company’s business travelers before they embark on a trip can also reduce the financial impact on your travel budget when problems do arise. The top corporate travel agencies have immediate access to travel warnings and real-time global happenings. They can provide 24/7 assistance with issues such as lost passports, travel changes, or any crisis that may arise. Having a crisis management plan in place will give your employees a sense of security while they are traveling and improve their overall morale and productivity, which can lower the stress levels of everyone involved.

3. Know Where Your Employees Are

Access to a fast and efficient system that both you and your small business travel agency can utilize will enable you to immediately identify any business travelers who may be affected by incidents such as natural disasters, terror attacks and a multitude of other circumstances. If you have fair warning about a situation such as a weather event, you may even be able to get your employee out before disaster strikes.

Working with a travel management company that can help you develop and manage travel risk management for your small business will save you money in the long run and ensure that your employees have all the resources they need. The peace of mind that comes with knowing your employees and your organization are protected can help your business thrive.