Planning a Group Business Travel Event? Timing is Everything

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Excited about organizing an upcoming business travel event? Business events require a lot of planning. How long before your event should you start planning? Planning should begin at least 18 months before you arrive on-site for your group event.

18 Months Before Your Event

Eighteen months prior, you should develop a budget, begin to look into group hotel rates, airfare, rental cars/transportation, event space, catering, insurance coverage, and other essentials. To find cost-saving travel solutions, you need to stay ahead of the game. After selecting  the final date, time, and location, discuss a potential theme with fellow managers or coworkers. Large event? Arrange for the event planning assistance you need at this time as well, bringing aboard an extra set of hands for each additional 25 people attending.

16 Months Before Your Event

Sixteen months before your business travel event, you should reserve lodging for your event with the help of your corporate travel company. At this point, you should have a good idea of what this event will cost your company. If you are advertising your event to outside parties, now is the time to set the marketing into motion.

12-14 Months Before Your Event

If you will be inviting guest speakers or entertainment to your event, this is the time to confirm their attendance. At this time, you should also finalize the necessary food and beverage needs of your group. Devise a floor plan for your event space, denoting seating, staging for entertainment, and exhibit space. Don’t forget to include spacing for food and beverage stations, and ample space for the lines in the event of a buffet. Design event announcements/advertising materials for print, and schedule the rental and setup of AV equipment.

6 Months

Print your second round event announcements, and with the help of your business travel consultant, begin scheduling employees/attendees for the trip. Double-check your budget/expenditures.

4 Months

Make adjustments for any last minute changes to speakers/entertainment, assigning each a room and event time.

2 Months

Amend your budget for expenditures, finalize your event schedule, and make copies for attendees. Verify your AV needs are being addressed. Determine the need for on-site signage and staff/security. Order event supplies such as pens and pads at this time. Review billing activities with your chosen hotel and event space.

1 Month

Print event guides, name tags, tickets, and other materials. Submit your daily schedule to the hotel.

Time Up to Final Event Day

Arrange an on-site office. Gather supplies and event materials, including registration packets. Finalize food and beverage needs. At the event location, begin preparing your space, including seating and décor. Do not leave anything until the last minute, as you will be busy during the day of the event supervising and ensuring things run on schedule.

Short on time? Our corporate business travel management services have you covered. Get the help you need to arrive on time with GTI Travel today

Advantages of Using a Business Travel Agency to get the Best Deals

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Think the benefits of corporate travel services are limited to only large companies? Think again. Despite the availability of online bookings for business travel, travel agents still book the bulk of travel services. Why are they in such high demand? Using a business travel agency offers a wealth of benefits to companies of all shapes and sizes.

How Can Your Business Benefit from a Travel Management Service?

Whether you need small business travel management services or global event travel planning needs, corporate travel programs have a lot to offer.

  • Cost Savings
    Tight budget? No matter the size of your business, employing the help of a travel agency can save your business significant money. Due to their buying power, business travel agencies can leverage the best prices for airfare, hotels, and rental cars, trimming fares via corporate discounts, avoiding 3rd party transaction fees, and ensuring itinerary changes without fees with customer travel protections.
  • Extra Perks
    Need a break? In addition to pricing discounts, your relationship with a corporate travel agent could yield your business additional perks, including flight and room upgrades, free hotel breakfasts, and VIP check-in lines at rental car kiosks and hotels.
  • Time Savings
    Googled out? Experienced travel agents have the resources to find the most convenient and affordable flights, transportation, and lodging quickly, without taking a dent out daily productivity.
  • Ease of Booking
    Tired of daily hassles? Top corporate travel companies can expertly navigate the hassles business travelers frequently encounter, choosing from a glut of options rates, and dates, and surmounting obstacles from sold-out flights to overbooked hotels with ease, and making booking travel reservations a breeze.
  • Improved Compliance with Corporate Travel Policies
    Struggling with compliance issues? With the help of a corporate travel management company, your business can ensure transparency and a thorough understanding of travel expenses, allowing you to not only ensure compliance with corporate travel policies, but track and examine travel expenditures to uncover opportunities for savings.
  • Easier Itinerary Changes
    Something come up? In the business world, last minute travel changes are inevitable. However, with the help of a business travel planner, these are easier to mitigate without frustrating phone calls and additional charges.
  • A Direct Line to Help in Emergencies
    Trouble on-site? In emergencies, seconds matter. With a single point of contact for emergency support, your employees can rest assured that in the event of a travel emergency, rapid access to the professional and speedy support they need is available, from simple troubles such as unacceptable lodging, to complicated issues resulting from political and climate calamities.

Take your business to new heights. Take advantage of the leading corporate travel management services of GTI Travel today.