July 2024

Five tips for getting late check-out at hotels

Hotel check-in and check-out times can feel restrictive how many times have you struggled to pack everything up in time for that fast-approaching 10 a.m. exit? But they’re there for a reason they give the hospitality industry time to turn rooms around in between guest stays. Before you can put your card in your hotel room door, it needs cleaning, a new set of bedsheets, toiletries refilling and fresh towels on the drying rack. It’s typical to be able to check in around 3 p.m. and check out somewhere between 10 a.m. and 12 p.m. the next morning this crucial three-to-five hour window before the next guests arrive enables the hotel staff to work their magic. But business meetings and train schedules rarely follow a hotel timetable. For workforce travellers like rail engineers and construction industry workers, late check-outs or early check-ins can provide valuable time to pack or prepare for meetings before heading out to on-site visits. Hotels aren’t obliged to give you late check-out or early check-in when you request it but they will when they can. Follow these tips and hopefully, you’ll get what you ask for. Ready to learn more? TL;DR Many hotels offer late check-outs and early check-ins, but policies vary. Late-night check-in hotels are the same. To improve your chances of being able to check in late at your hotel, request late check-outs in advance, join loyalty programs and make your request politely. Fees might apply, but you can often avoid them by planning ahead. Travelling for business on weekdays can also increase your chances of approval due to lower occupancy rates. Use business travel management software like Roomex, which simplifies business trip booking and confirms requests. Do hotels allow late check-outs? Hotels know that trains can leave late and that meetings can overrun. Remember, this is the hospitality business, so hotels are incentivised to help you out where they can. If that means letting you stay late to have a shower before you head home, they’ll usually try to accommodate you. Many business travel hotels allow late check-outs, but the policies can vary. Generally, late check-out means you can stay in your room past the standard check-out time, which is usually between 10 a.m. and 12 p.m.. Common late check-out times extend to 1 p.m. or 2 p.m.. Some hotels might offer later times, especially if they’re not fully booked. It’s often a good idea to ask about late check-out when booking or during check-in to confirm availability and any potential charges. What about early check-ins? Where do you go when your flight arrives first thing in the morning but your hotel doesn’t let you in until early afternoon? Early check-ins can be a lifesaver when you arrive at your destination ahead of schedule. Many hotels do offer early check-in, but availability often depends on room readiness. Standard check-in times are usually between 2 p.m. and 4 p.m., so if you arrive in the morning, you’ll usually need to wait unless the hotel can accommodate you. To improve your chances of an early check-in, it’s best to inform the hotel of your expected arrival time in advance. Can hotels charge for late check-in or check-out? Unfortunately, yes they can. Because, ultimately, they can be a bit of an inconvenience to the hotel. Charges typically apply if your request significantly extends your stay beyond standard times. For late check-outs, fees might be incurred if you stay past the usual check-out time of 11 a.m. or 12 p.m.. Similarly, late check-ins, especially after midnight, can sometimes attract additional charges or require prior notice because a member of staff needs to be on call to meet you. It’s not all doom and gloom though. If you want to avoid paying fees for late check-ins or check-outs here are a few things to try: Join a loyalty programme much like getting free upgrades on a flight, hotels are more likely to be lenient on fees for loyal customers. Plan ahead ask for late check-in or check-out when you book. Do your research book hotels for business travel that offer free flexible check-in and check-out times. How to ask for late check-out: five things you should know 1. Plan ahead If you can help it, don’t leave your late check-out request until the last minute. Getting organised and asking ahead for what you want is a key way to secure late check-out or flexible check-in times. Here are some points to consider: Make your request during booking: Always mention your need for a late check-out or check-in when you make your reservation. This gives the hotel advance notice and allows them to note your request in their system. Early requests are more likely to be accommodated if the hotel can plan their room availability accordingly. Check your confirmation emails: After booking, review your confirmation email to confirm your request for late check-out or check-in has been noted. If it’s not mentioned, contact the hotel directly to reiterate your request. Follow-up before arrival: A few days before your stay, call the hotel to confirm your late check-out or check-in request. This helps to remind them of your needs and verify that your request is still in their system. 2. Join hotel loyalty programmes Yes, those little cards hold some sway. Joining hotel loyalty programmes can significantly increase your chances of securing late check-out or check-in. Here’s why: Late check-outs are often membership perks: Hotel chain loyalty programmes provide valuable perks to frequent guests. These often include free late check-out, early check-in, room upgrades and other benefits that can make your stay more comfortable and convenient. Let’s take a look at some of the most popular loyalty schemes: Marriott Bonvoy® Elite Members, for example, can get guaranteed check-out as late as 4 p.m., depending on their membership level. For those on lower tiers, late check-out may be subject to availability. Crystal Hotels in London offer complimentary late check-out to Tier 1 and above..

Business travel planning advice for personal assistants

Personal assistants, where would we be without you? You juggle admin, manage schedules, oversee logistics, and look after anything else that lands on your desk. But, when it comes to booking business travel, at least, there’s help at hand. We know that you want to make your employer’s trip as smooth and successful as possible, whether they’re taking a flight halfway across the world or hopping on a train two hours away. To do that, you’ll be managing detailed itineraries, budgets, hotel reservations, car hire and more and will know each inside out before they travel. Yours is the magic touch that keeps everything running on time and to plan. But, take a breath. At Roomex, we’re well-versed in the intricacies and how-tos of business travel. It’s our business to make it easier for you to book, manage and amend business travel for your boss. Read on for our top business travel planning advice for personal assistants. Are you ready to be the best version of PA you? TL;DR A detailed business travel plan keeps you on budget and helps you manage last-minute changes efficiently. Personal assistants booking travel for their employers should… Tailor bookings to meet your boss’s preferences and needs. Use platforms like Roomex to centralise bookings and manage expenses in one place. Stick to budgets and monitor costs carefully. Reconfirm bookings to prevent issues. Create checklists so no steps are missed out during your business travel planning. Use data to improve future travel plans. Where possible, choose eco-friendly travel options to support company CSR objectives. What is a business travel plan? Is your boss setting off on a business trip? You’ll need a plan. A business travel plan is your comprehensive outline detailing all aspects of your employer’s trip for work purposes. You’ll need to include all their travel arrangements, accommodation bookings, itinerary scheduling and budgeting, plus any extras like early or late check-ins or special requests that make a trip run without hiccups. Get your business travel plan right, and your boss’s business trip will be cost-effective and meet his or her specific needs as well as the company objectives. Why do you need a business travel plan? There’s power in being prepared and if you want your boss’s trip to run like clockwork then you need to be as prepared as possible. That’s where your business travel plan comes in. Any corporate travel planner will tell you that getting every detail of a business trip organised ahead of time can save many headaches later. Here’s why: You’ll be able to manage costs more effectively and improve your employer’s productivity during trips. A detailed travel plan minimises the risk of last-minute changes and disruptions, leading to smoother and more useful business trips. When things do go awry, having a robust travel plan helps you make adjustments and iron out scheduling issues efficiently. Essential business travel planning tips for personal assistants Feeling overwhelmed about all the stuff you need to do? You’re in good hands. With years as business trip planners under our belts, we’ve pulled together everything you need to make corporate travel management a breeze. Here are the broad strokes. 1. Know what your boss wants The first step to keeping everyone happy when you are travelling on a business trip? Know what your boss wants. As a personal assistant, you should know the specific needs and preferences of each traveller. This includes the type of accommodation they prefer, the amenities they require, any special considerations or dietary requirements, and how close they prefer to be to their work sites. Roomex is an excellent tool for tailoring your bookings accordingly. Our platform offers over 2 million workforce-suitable accommodations searchable via an in-depth filter to help you narrow down the options. 2. Improve your efficiency Time is money and your peace of mind, too. As a personal assistant, your goal is to make the booking process as straightforward as possible and to save yourself maximum time in the process. Using a central booking platform like Roomex is a game-changer. With Roomex, you can manage all bookings in one place, eliminating the need to visit multiple websites or make numerous phone calls. This saves time and gets all your travel arrangements in sync, reducing the risk of errors. Another key strategy is to schedule regular check-ins with your travellers. These check-ins allow you to update and confirm travel details, to make sure that everything is on track and any issues are addressed promptly. This proactive approach helps prevent last-minute surprises and will keep your boss informed and reassured. 3. Track expenses carefully Set a budget and stick to it. Managing business travel costs is a core part of a personal assistant’s travel responsibilities. Keeping track of spending and tracking expenses carefully will help keep travel costs under control. You want to anticipate all possible expenses that might arise from the trip you’re booking obvious things like accommodation and transportation, but also daily allowances for meals and incidentals like parking tickets. It is then your job to keep all bookings within the agreed budget. Roomex can help you here. You’ll save an average of 12% on your corporate hotel bookings and keep everything in one place. Instead of dealing with multiple receipts and invoices, Roomex provides a single, comprehensive invoice, saving you time and easing the administrative burden. 4. Always follow up on bookings You know what they say: fail to prepare and prepare to fail. Depending on trains, planes, meeting times or site visit schedules, your boss might be arriving early but in need of freshening up, or later than standard check-in. It’s your responsibility as a PA travel manager to make sure any special requests like late check-in are adhered to. You can request all of this when you make a booking, but following up and checking in with the reservations you have made keeps you abreast of any potential problems before they crop up. At the very..

How a travel risk management plan protects your employees on the move

When it comes to business travel, the safety of your employees is what matters the absolute most. And journeying across borders introduces a number of risks, from health emergencies to natural disasters. A well-crafted travel risk management plan is your best defence, ensuring their well-being and demonstrating your commitment to their safety. But what exactly goes into such a plan and how does it actually protect your team on the road? Whether you manage a few trips a year or a large mobile workforce, understanding the key elements of risk management is of utmost importance. This guide will equip you with the knowledge you need to keep your employees safe, wherever their work takes them. What is travel risk management? Simply put, travel risk management is a plan to safeguard your employees from the unexpected while they’re on business trips. It involves identifying and addressing potential hazards like severe weather conditions or everyday travel hiccups such as flight delays. A solid travel risk management plan isn’t a one-size-fits-all solution. It’s about understanding the unique risks associated with each destination your employees visit, like local healthcare, security and cultural norms. From there, you can create policies and procedures tailored to those specific risks, making sure your team is well-prepared and well-protected. Effective travel risk management also empowers your employees with the knowledge and tools to handle emergencies, from accessing real-time information while they’re abroad to training them on what to do if something goes wrong. This proactive approach reduces the chances of travel disruptions and helps your team confidently deal with unexpected situations, keeping them safe and your business running smoothly. Key components of an effective travel risk management plan A well-rounded travel risk management plan needs a few core ingredients to safeguard your employees on business trips. Here’s what your plan should have to keep your team safe and sound: Pre-travel risk assessment Before anyone packs their bags, take a good look at where they’re headed and ask yourself: – What’s the political situation like? – Are there any health concerns to be aware of? – How safe is the area? Understanding these risks in advance can help you plan a smoother journey. Crisis management initiative In the event of an emergency, you need a clear plan. Consider the following: – Who should your employees call? – How do they get out of a dangerous situation? – What kind of support can they access if they need it? Having these protocols in place can make all the difference when things start to go awry. Communication and real-time updates It’s crucial to keep the lines of communication open with your travelling employees. That means tracking where they are, sending them alerts about potential risks and checking in regularly to make sure they’re doing well. By incorporating these elements into your travel risk management plan, you’re not just protecting your employees you’re giving them the confidence to travel knowing they’re supported. It’s a win-win: a safer, more confident workforce means smoother business operations, even when faced with the unpredictable nature of travel. Crafting a custom travel risk management plan All businesses are, of course, different, so it takes a bit of know-how to craft a travel risk management plan that fits your company like a glove. Here’s how you can build a plan that’s both effective and adaptable: Get to know the risks Start by diving into the specifics of where your employees are heading. Keep in mind the following: – What’s the political climate like? – Are there any laws or customs they need to be aware of? – What are the health risks and what’s the environment like? Use travel advisories, health alerts and security reports to get a complete picture. Set clear rules Once you’ve assessed all the potential risks, you should create clear guidelines for your travelling team members. They’ll need to know details like how to book their trip and stay within budget, as well as practical tips on staying safe and respecting local customs. You should also make sure that this information is easy for them to access and understand. Train your team It’s important to give your team the knowledge and tools they need to handle anything that comes their way. Start with destination-specific briefings that cover the essential details: health and safety risks, cultural norms and any legal requirements they should be aware of. For instance, if your team is heading to a warmer climate, fill them in on any recommended vaccinations or precautions to take against local health risks. Equipping them with first-aid training is also a smart move, especially for handling those minor medical issues that don’t require a trip to the hospital. Knowing how to deal with a twisted ankle or heat exhaustion can go a long way in ensuring their comfort and safety. Security awareness is just as important, so teach them how to protect their belongings, avoid common travel scams and stay informed about the political climate to steer clear of any trouble spots. Make sure they know about safe transportation options and have emergency contact information, including the local embassy or consulate, in an easy-to-access place. Keep your plan up to date It’s a good idea to get into the habit of reviewing your travel policies every year to make sure you’ve included the latest travel advice, safety trends and health regulations. For example, if the visa requirements for a frequent destination change, or new health guidelines like vaccination requirements pop up, make sure your plan reflects these updates. Chatting with your team members about their experiences on the road is also advisable. What aspects of the travel plan worked well for them? What could have been better. Did the travel insurance cover everything they needed? Was the accommodation comfortable and in a good location? You can’t beat real-world feedback when improving your strategy and making each trip smoother and safer than the last. By following these steps, you can create a travel..

Train travel for business: everything you need to know

Business train travel is becoming an increasingly popular way for today’s professionals to get from A to B. As companies prioritise budget management alongside comfort and convenience, a growing number is opting for rail over road and air travel. If you’ve ever considered trading in your frequent flyer miles for a railway pass, you’re in good company. Research carried out in the UK by Trainline, the digital rail platform, revealed that 80% of business travellers considered train travel to be a preferable mode of transportation and 45% believed their employers could do more to encourage the use of rail options. Travelling by train can lead to substantial financial savings and offers a unique work environment free from the usual travel distractions. In this article, we’ll cover the numerous benefits of train travel for business and how travel can actually be a productive extension of the working day. Why business travellers are leaning towards trains Opting for the train offers a unique combination of convenience, efficiency and benefits for managing group travel effectively. Let’s take a closer look at why trains are often the ideal mode of transportation for business trips: You can maximise your work time Trains are perfect for staying productive while you’re on the move. Unlike driving, where you have to focus on the road, or flying, where space and connectivity can be limited, trains offer comfortable seating with plenty of room for your laptop and often include free Wi-Fi. Providers like Chiltern Railways, LNER and Virgin Trains keep you connected and provide power outlets for your laptop or phone. This allows you to transform travel time into valuable work time as you prepare for upcoming meetings or catch up on tasks. It’s great for group travel If you’re heading out with a team, using the train simplifies everything. There’s no need to juggle multiple cars or stress over different arrival times. Everyone boards and alights together, giving you all a chance to collaborate or put the finishing touches to presentations during the journey. Additionally, group bookings often lead to extra savings. You can plan with confidence Trains usually have reliable schedules (apart from strike days and cases of adverse weather, of course), meaning you can plan meetings and events with precision. You know exactly when you’ll arrive and depart, which is crucial for busy schedules and coordinating activities after your arrival, such as dinners or follow-up meetings. It’s more convenient and often quicker, too Trains are often faster than driving and less hassle than flying, significantly reducing travel time. Here’s how a trip from London to Newcastle differs with each mode of transport: – By train: The journey by train typically takes around 3 hours on a direct route via services like LNER, which operate from London King’s Cross to Newcastle. – By car: Driving from London to Newcastle can take about 5 to 6 hours, depending on traffic conditions. – By air: A direct flight from London to Newcastle generally takes just over an hour. But when you factor in going through airport security, check-in, boarding and travel to and from the airport, the total travel time can be significantly longer. More comfort on longer journeys For long-distance travel, the comfort of trains often beats sitting behind the wheel. With plenty of room to stretch out and move around, trains provide welcoming comforts for those facing lengthy journeys. You can eat or enjoy a coffee in transit, meaning you’re more likely to arrive at your destination feeling refreshed and ready to jump straight into work or attend meetings. Plus, many train routes offer scenic views, which provide a much more soothing travel experience than staring at the motorway for miles on end. If you tend to get uncomfortable or anxious on long drives, trains also offer a stress-free alternative. You certainly won’t have to worry about traffic jams, poor road conditions or getting lost. You’ll reduce your environmental impact Choosing train travel aligns with the growing corporate responsibility to reduce carbon emissions. Trains are among the greenest modes of transport, which is particularly important considering the significant impact of business travel on a company’s carbon footprint. You’ll save money Train travel can be a more budget-friendly option compared to flying or long-distance car travel. With corporate discounts, such as season tickets or enterprise accounts, companies can enjoy even greater savings on travel expenses. Planning your business train trip Getting the most out of train travel for business starts with careful planning. These essential tips will help make your train journeys as easy and productive as possible: The early bird gets the best seats Snagging your train tickets in advance often leads to lower prices and a wider selection of seats. Booking early can also offer you more flexibility with your tickets, letting you change your plans without breaking the bank. TIP: If you need some peace and quiet, choose a solo seat or one in a quieter carriage. Many online booking systems show the layout of the train, so you can pick the perfect spot before you even get to the station. Travel in style For an optimal work setting, consider forking out a bit more on a business class seat. The extra legroom, comfier seats and occasional perks like complimentary food and drink can make a significant difference. Make use of tech tools Take advantage of corporate travel management tools and apps like Roomex. They can help you search for train options, handle your itinerary and make sure everything aligns with your company’s travel policy. Stay connected (or not) While many trains have Wi-Fi, connections can sometimes be spotty. It’s always a good idea to download important documents and emails beforehand, just in case you need to work offline. Pack like a pro Make sure to bring all your essential gadgets and chargers. And don’t forget a good pair of noise-cancelling headphones they can be a lifesaver when you’re trying to focus in a busy environment. How to stay productive..

10-minute team-bonding activities for the workplace

Let’s face it, finding time for team bonding in the middle of a busy workday can feel pretty impossible. But here’s the good news: even a few minutes of bonding can make a big difference. Which surely you’ve got time for, right? We’ve pulled together a bunch of fun icebreakers for team meetings that fit right into your schedule and help build stronger connections within your team. Whether your team is together in person or working remotely, these activities offer a refreshing change of pace that fosters a sense of camaraderie and helps everyone feel more united. What are the benefits of quick bonding sessions? Small investments bring big returns Even short team-building exercises can work wonders for your team. They break down barriers and open up communication, raise morale with quick breaks from work and strengthen collaboration skills for when it’s time to tackle those big projects. Strengthened bonds and increased productivity By weaving these ten-minute bonding ideas into your team’s routine, you’ll create a more cohesive team with higher productivity and happier employees. Although quick, each activity helps to build a stronger, closer-knit team. Ready to see a real change in your team? Start incorporating these bonding ideas and watch your team become more connected in just ten minutes a day. Ten-minute bonding ideas for teams Two truths and a lie This classic icebreaker is a great way to get to know your colleagues better. It takes little to no planning and is a quick and enjoyable way to kick off a meeting or team huddle. It’s simple: ask each person to take a turn sharing two true facts about themselves and one that’s made up. Once all the statements have been read out, it’s then down to the rest of the group to guess which statement is the lie. It’s a good way to spark conversation, uncover hidden talents and maybe even learn a few surprising things about your coworkers. Rapid-fire question round Take turns asking each team member a random, unexpected question. Keep the pace lively to encourage spontaneous answers and create a lively atmosphere. Here are some sample questions to get you started: “If you could have any superpower, what would it be and why?” “What’s the most embarrassing song on your playlist?” “If you could travel anywhere in the world right now, where would you go?” “What’s your go-to karaoke song?” “What’s your hidden talent?” Idea speed dating Team members pair up and have one minute to share an idea, project or problem they’re working on. After the minute is up, they switch partners and repeat the process. This exercise not only helps to generate a variety of perspectives and solutions it also nurtures connections between colleagues who may not normally interact. Emoji story Divide into groups and provide each with a set of random emojis. Teams have a set time to create a story using the emojis as prompts before presenting their narratives to the group. This activity encourages out-of-the-box thinking, communication and a shared sense of humour. Desk yoga And relax. Take a short break to refresh and re-energise with a quick yoga or stretching session. This can easily be done right at your desk and is a great way to alleviate stress and improve posture. If your team is remote, lead the session via video conferencing for a shared experience. This can help everyone feel more relaxed and focused, ready to tackle the rest of the workday. The compliment train Each team member takes a turn offering a genuine compliment to a colleague. This could be about their work ethic, a recent accomplishment, a personality trait or anything else positive that comes to mind. The compliments keep rolling along, creating a chain reaction of goodwill and boosting overall morale within the team. Virtual coffee breaks For remote teams, take a 10-minute break to connect over a cup of coffee and a video chat. It’s a chance to catch up on non-work topics, share a laugh and build camaraderie from afar. Think of it as the online version of a water cooler chat a way to maintain team spirit and connection even when working from different locations. Trivia time Inject some energy and excitement into your workday with a quick round of trivia. Keep it lighthearted and entertaining by choosing a theme related to your work, industry or general knowledge. Divide into teams or compete individually to see who knows the most. This is a great way to encourage friendly competition, promote collaboration and learn new things as a team. Quick sketch round Pick a theme (like summer holiday, favourite food or even our company culture) and give everyone a few minutes to sketch a quick drawing related to it. Then, take turns sharing your masterpieces with the group. This lighthearted activity encourages self-expression and helps everyone see things from a different perspective. Silent line-up Challenge your team to line up according to their birthdays, tenure at the company, or any other chosen criteria all without saying a word! This nonverbal communication exercise encourages creative problem-solving and teamwork as your colleagues figure out how to organise themselves using gestures, signals and other nonverbal cues. Keep the balloons up Everyone works together to keep multiple balloons up in the air, bouncing them around the room without letting them touch the ground. What’s the catch? No hands allowed! This challenge encourages collaboration, quick thinking and lots of laughter. Who am I? Each team member writes the name of a famous person on a sticky note and places it on their forehead without looking. They then take turns asking yes-or-no questions to the rest of the group to try to figure out their secret identity. For remote teams, this can be adapted by using virtual backgrounds or profile pictures of famous people. It’s a lighthearted way to encourage interaction and problem-solving skills while having a bit of fun. Would you rather? Pose a series of thought-provoking dilemmas from silly to serious and..

10 must-have tech gadgets for business travellers

With countless gadgets on the market, it can be tricky to decide which ones are truly essential for the modern business traveller. We’ve curated a collection of 10 indispensable travel technology tools that will keep you connected, charged up and ready to deliver your next big idea at a moment’s notice. From smart gadgets that secure your belongings to portable projectors for impromptu presentations, these travel gadgets are designed to prepare you for anything. 1. High-speed portable Wi-Fi devices For business travellers, not having a reliable internet connection doesn’t bear thinking about. High-speed portable Wi-Fi devices ensure you can access the internet wherever your travels take you, without relying on unsecured public networks. These devices are small, user-friendly and establish a secure, private connection. This makes it easy to conduct video calls, access cloud-based tools and manage your workload from anywhere. Best overall: TP-Link M7650 Pros: Offers advanced 4G LTE speeds up to 600 Mbps, can connect up to 32 devices and has a long-lasting battery. Cons: More expensive than some other models and slightly larger in size due to its capabilities. Best budget option: TP-Link M7350 Pros: Affordable, provides decent speeds for up to 10 devices and easy to use. Cons: Not suitable for the fastest internet speeds and has limited range compared to newer models. 2. Smart luggage There’s no reason your luggage shouldn’t be as smart as well as stylish. Smart luggage comes equipped with features like GPS tracking, so you’ll always know where your belongings are. It also includes weight sensors to help avoid excess baggage fees and USB charging ports to keep your devices powered up during long layovers. Moreover, integrating technology such as Apple AirTags offers an extra layer of security, ensuring that even misplaced or stolen items can be traced. Best overall: Horizn Studios M5 Smart Luggage Pros: Stylish design, removable battery and comes with a built-in compression pad and laundry bag. Cons: Premium price. Best budget option: Kono Suitcase Pros: Affordable, includes a USB charging port and built-in TSA lock, lightweight and meets cabin size restrictions. Cons: A separate power bank is needed for USB charging. 3. Universal travel adapters A universal travel adapter is another indispensable piece of kit for the global business traveller. This handy gadget lets you charge up all your devices, no matter where in the world you find yourself. Choose one with multiple USB ports to charge several things at once, saving you time and keeping you juiced. Best overall: iBlockCube® Universal Travel AC Power Plug Adapter Pros: Provides worldwide compatibility with a built-in smart chip for fast charging, includes multiple USB ports and features surge protection. Cons: Slightly bulkier than other models and premium pricing compared to simpler adapters. Best budget option: Lencent Universal Travel Adapter Pros: Affordable, versatile plug options and includes USB ports for additional charging convenience. Cons: Lacks USB-C and the build quality is less robust than premium models. 4. Noise-cancelling headphones When you need to concentrate on work, enjoy your favourite tunes or simply relax in silence, a good pair of noise-cancelling headphones turn any busy airport lounge or train station into your very own peaceful retreat. They’re an essential item for anyone who wants to stay productive or zone out during hectic travel schedules. Best overall: Sony WH-1000XM4 Pros: Industry-leading noise cancellation, excellent sound quality and touch controls. Cons: Fairly pricey and can be warm on the ears over long periods. Best budget option: Soundcore Anker Q20 Pros: Budget-friendly, good battery life and decent noise cancellation. Cons: Sound quality not as refined as premium models and has a bulkier design than other models. 5. Portable power banks Never let a low battery ruin your day. A portable power bank is your best friend when you can’t find a charging socket. They come in all shapes, sizes and colours, with enough juice to power up a variety of devices. Smaller power banks may offer around 5,000 mAh (milliampere-hours) which are suitable for emergency phone charges. Larger ones can provide 20,000 mAh or more, capable of multiple charges or handling higher energy demands from tablets and laptops. Best overall: Anker PowerCore 20100 Pros: High capacity, fast charging and reliable. Cons: Heavy, bulky and has a slower than average recharging time. Best budget option: Juice 3 Charges Power Bank Pros: Compact and lightweight, offers enough power to charge a smartphone up to three times and comes in a variety of colours. Cons: Lower capacity compared to high-end models and slower charging for devices with large batteries. 6. E-readers If you like to catch up on your reading while travelling but don’t want to weigh your bags down with bulky books an e-reader is an ideal companion. They’re lightweight, slim and capable of storing thousands of books. Handy features like page-turn buttons make for convenient one-handed reading. Glare-free, high-resolution screens mimic the appearance of actual paper and can offer a great reading experience even in bright sunlight. When it gets dark, an adjustable backlight will keep you reading without straining your eyes. Best overall: Kindle Oasis Pros: Waterproof, high-resolution display and an ergonomic design. Cons: Expensive and heavier than other e-readers. Best budget option: Kindle (2022 release) Pros: Very affordable, long battery life and built-in front light. Cons: Lower resolution screen and no waterproofing. 7. Smartwatches If you want to keep track of everything from your flight status to your fitness levels, a smartwatch is the answer. These on-the-go gadgets can also provide notifications from your favourite apps, provide directions and let you pay for goods with built-in NFC. Best overall: Apple Watch Series 9 Pros: Features the latest health and productivity apps, an enhanced always-on display and improved battery life. Offers new safety features including Crash Detection. Cons: Higher price point compared to older models and some competitors. Best budget option: OPPO Band2 Black Pros: Affordable and sleek, features continuous heart rate and sleep monitoring. Also offers a large colour display and long battery life…

5 reasons to use a central booking platform

If you ever start to feel that arranging your team’s travel plans is a full-time job, you’re not alone. As your company grows, so does the headache of manually managing all those flights, hotels and expenses. It’s tough enough when only a few people are travelling, but with 20 or more employees out on the road, it can quickly become a logistical nightmare. That’s where a central booking platform comes to the rescue. It’s like having a personal corporate travel assistant who takes care of all the messy details, from finding the best deals to keeping everyone safe and on budget. It’s a simple way to tame the travel chaos and give you back some precious time to focus on what really matters: growing your business. But that’s just the tip of the iceberg, as we’ll explore in this article. Let’s look at the top 5 reasons why a central booking platform is a must-have for any company that takes business travel seriously. A one-stop shop for all your travel needs A central booking platform acts as your business travel control centre. It puts everything you need in one place, so you can book flights, hotels and transportation, track expenses and manage approvals without juggling multiple tools and contacts. These platforms can adapt to your growing needs, accommodating an increasing number of travellers and more complex itineraries as your business expands internationally. At Roomex, we offer a huge selection of accommodation, including unique boutique hotels and eco-friendly options, catering to diverse corporate cultures and social responsibility goals. Integration with other corporate systems, such as HR and financial software, ensures seamless management of permissions and expenses. Here’s how this simplified approach benefits your business: Simplified processes: No more switching between different systems. Everything from booking to billing is handled in one place, saving you time and reducing the chance of headache-y errors. Easy to use: Your employees will appreciate the intuitive interface, which makes it easy for them to book their own travel quickly and efficiently. Effortless compliance: With built-in travel policies, bookings automatically adhere to company guidelines, so that compliance is straightforward and hassle-free. Cost-effectiveness: more than just saving pennies Saving money on business travel isn’t just about finding the cheapest hotel. A central booking platform like Roomex can help you save considerably on costs beyond just lower room rates. Here’s the deal: We’re negotiation ninjas: We can get exclusive deals with hotels and other accommodation that you won’t find anywhere else. This means more savings for your company, especially when you’re booking for a whole team. Less admin, more money in your pocket: By streamlining the booking process, we cut down on those pesky administrative tasks that eat up your time (and money). That means less paperwork, fewer headaches and more resources to put towards growing your business. Keep tabs on your spending: Our fancy analytics tool, RoomexAnalytics, gives you a real-time view of your travel expenses and helps you spot any areas where you might be overspending. This gives you the power to make smarter decisions and keep your budget in check. Ensuring policy compliance and simplified approvals One of the most significant challenges in managing business travel is making sure that all bookings adhere to company policies. A central booking platform automates and simplifies this process, so that compliance is non-negotiable. This level of control is vital for maintaining budget discipline and managing corporate risk. Here’s how it works: your company’s travel policies are baked right into the platform, so every booking automatically gets checked for compliance. The result is that no more surprise expenses or out-of-policy bookings slipping through the cracks. Approvals are just as streamlined, thanks to a simplified one-click approval process that keeps everything moving quickly and efficiently. This simplified approach to compliance means: Automated flagging of policy violations: The platform can automatically flag bookings that exceed set per diem limits, so that all accommodation and meal expenses stay within company guidelines. If an employee tries to book a luxury hotel that’s outside the approved price range, the system will either block the booking or send an alert to a manager for further review. Restricted vendor selection: Central booking platforms can restrict bookings to approved vendors and airlines. Suppose an employee attempts to book a flight with a non-approved airline. In that case, the platform will alert the manager or redirect the employee to approved options, preventing policy breaches before they occur. Customisable approval workflows: For travel expenses that require higher-level scrutiny, the platform can be configured to route booking requests through a customised approval workflow. For example, bookings that involve executive suites or international first-class flights can be set to require additional approvals from senior management. Speedy bookings: The one-click approval system makes things way faster for both you and your travellers. So, Roomex not only simplifies the whole travel management process but also acts as a safety net for your company’s finances, giving you peace of mind and helping you avoid costly policy breaches. Insightful travel management with real-time data Having access to real-time analytics can transform how a company manages its business travel. As well as helping you organise travel details, a central booking platform like Roomex provides powerful analytics tools that offer insights into travel patterns, spending and compliance. This information gives you the data you need to make smarter decisions and keep your travel costs in check. RoomexAnalytics is like having a magnifying glass on your travel spending. It shows you exactly where your money is going, what’s driving your costs and how well your team is sticking to the company’s travel policy. Armed with this information, you can pinpoint areas for saving money and make sure your travel program is working for you, not against you. Here are just a few ways that Roomex’s data insights can help you out: Take control of your budget: By understanding where and how your travel money is being spent, you can make better decisions..

4 must-have features of a sustainable travel policy

As the world grapples with the urgent threat of climate change, businesses are facing growing scrutiny over their carbon footprint and the way their employees travel is a huge part of that. And the pressure isn’t only coming from environmental activists. Employees themselves are increasingly demanding eco-conscious options. Governments, too, are tightening regulations around carbon emissions, so there really is only one way forward. Companies are left with the complex challenge of maintaining essential business travel while minimising their environmental impact and complying with new rules. With this in mind, we’ve put together four essential features to make your travel policy truly sustainable. We’ll also take a look at how one company has totally greenified its business travel in a bid to slash its greenhouse gas emissions in half. What is a sustainable travel policy? A sustainable travel policy is all about weaving environmental considerations into the fabric of how your company travels. It’s a holistic approach, covering everything from the mode of transport to the hotel you choose. It’s about making sure every step of your journey aligns with your company’s commitment to protecting our cherished planet. Why should your company care about this? Well, it’s not just the right thing to do it’s a smart business move, too. A strong sustainability policy shows you’re serious about doing your part to combat climate change, which is a growing concern for consumers and employees alike. Here’s how a well-thought-out sustainable travel policy can make a real difference: Lightens your footprint: By choosing greener travel options like train travel or direct flights, you can significantly cut down on your company’s carbon emissions. Makes you a pioneer in your industry: As governments worldwide crack down on carbon emissions, having a solid sustainable travel policy keeps your company compliant and avoids potential penalties. Boosts your brand and your team’s spirits: Embracing eco-friendly practices improves your company’s reputation and raises employee morale by showing that your values align with theirs. Key features of a sustainable travel policy Crafting a truly sustainable travel policy is about incorporating sustainability into every decision your company makes regarding travel. Here are four must-have features that can transform your travel program into a force for good: 1. Encouraging greener travel choices Take the train or bus: Asking employees to use public transport, rather than driving or private taxis, is a great way to cut down on emissions. Choose electric: If a car is a must, try and go for electric or hybrid options. Share the ride: Another way to mitigate the impacts of driving, carpooling is a fun way to connect with colleagues and reduce your carbon footprint at the same time. Fly less, fly direct: When air travel is unavoidable, opt for direct flights and airlines with strong sustainability commitments. Stay green: Look for accommodation with eco-certifications and sustainable practices. 2. Greenify your insurance Offering company travel insurance that covers eco-friendly transport is important. Why? Because it gives your employees peace of mind knowing they’re protected no matter how they choose to travel, which can make them a lot more likely to go green. For example, if an employee cycles to a meeting instead of taking a taxi, you need to make sure they’re covered in case of an accident. The same goes for carpooling or using an electric vehicle. Your green travel insurance should extend to these situations, covering any mishaps along the way. This approach encourages eco-friendly travel while demonstrating your commitment to sustainability and your employees’ well-being. 3. Stay ahead of the eco curve with regular check-ins Making your business travel more sustainable is an ongoing process of improvement and adaptation. Regularly updating your travel policy keeps it relevant and improves its ability to reduce your company’s environmental footprint. Here’s how you can keep your policy up to par: Annual check-ups Once a year, take a deep dive into how your travel policy is performing and dig into the data. Look at things like how much you’ve cut your carbon emissions, if more employees are choosing greener travel options and how your partnerships with eco-friendly vendors are working out. Use this information to pinpoint areas where you can make your policy even stronger and keep it in line with the latest environmental standards. Stay in the know Keep up with the latest advancements, such as electric vehicles and green aviation initiatives. This will help you incorporate these innovations into your policy as they become available. Listen to your team Your employees are the ones using this policy on a regular basis, so their feedback is invaluable. Have regular chats with frequent travellers to find out what’s working and what’s not. Check if the eco-friendly hotels meet their expectations or ask if there are any pain points around using public transportation. This feedback can help you fine-tune your policy, making it easier to use and more effective at promoting sustainable choices. 4. Make sustainable travel fun and rewarding Everyone loves a little recognition or reward, so why not incorporate incentives into your policy to get your employees excited about sustainable travel? Shout-outs and kudos: Recognise employees who consistently choose greener travel options. Bonuses and perks: Offer financial incentives or travel upgrades for low-carbon travel. Extra time off: Give employees who consistently meet sustainability goals some extra annual leave. By taking these steps, you reduce your impact on the planet and foster a culture of responsibility and innovation within your workforce. To jumpstart your company’s sustainable practices, consider using an environmental policy template designed for travel. These can be found on platforms such as the HSBC Business website. How a sustainable travel policy can transform your business Adopting a sustainable travel policy is about more than just helping the planet it’s a smart business move with far-reaching benefits. It saves money Sustainable travel doesn’t have to mean expensive travel. In fact, it can often be more budget-friendly. Choosing local conferences over those across the globe or taking the train instead..

Roomex Summer Events Round-up

As the summer season winds down, here at Roomex we’re taking a moment to reflect on the whirlwind of activity that has defined our year so far. It’s been an incredible journey, packed with opportunities to connect, showcase our platform, and delve into the diverse industries we serve. Here’s a recap of the key events we’ve attended and exhibited at, as well as a glimpse into what’s on the horizon. Laying the groundwork Our year began on a high note with the PA Show, where we engaged with professionals dedicated to PA, EA, VA and office manager roles. The conversations were insightful, and the energy was contagious, setting a positive tone for the year ahead. We followed this with the Retail Tech Show, an event that highlighted the latest innovations in retail technology. This was our first time exhibiting at this event, and our team enjoyed discussing the evolving landscape of retail and how Roomex can streamline operations for businesses in this dynamic sector. Momentum builds Heading into May, we attended UK Construction Week, reinforcing our commitment to supporting the construction industry. The event provided a platform to discuss the unique challenges faced by construction firms and how our platform can enhance productivity and reduce travel-related complexities. Accountex was another highlight and was a pivotal event for accounting and finance professionals. Here, we showcased how Roomex can simplify business travel and expense management, resonating with attendees who seek efficiency and cost control. At Traffex, the UK’s leading traffic and transport event, we engaged with professionals dedicated to improving the nation’s infrastructure. The event demonstrated the importance of efficient travel management in large-scale projects, and it was great to have the opportunity to bring Roomex to the room. Hitting our stride Summer saw us at Digital Construction Week, where we connected with industry leaders in construction technology. The discussions centred around digital transformation in construction, and we were thrilled to demonstrate how Roomex fits into this rapidly evolving network. We also made our presence felt at the Business Travel Show, where we connected with travel managers and decision-makers across various industries. The focus was on demonstrating the seamless experience Roomex provides in managing business travel, from booking to expense tracking. RailLive, an event dedicated to the rail industry, was another firm favourite amongst our Sales Team. It was an exciting opportunity to explore the specific needs of rail companies and how Roomex can support their travel and accommodation requirements. We were pleased to be outside for this event and enjoy the glorious summer sunshine made even better by Poppy’s Ice Creams who joined us to serve refreshing ice creams to our stand visitors. Looking ahead While our summer events season might be coming to a close, our journey is far from over. We’re gearing up for a busy autumn, with plans to exhibit at RIN Derby in September, followed by Highways in October and London Build in November. These events promise to be rich with opportunities to engage with industry professionals, share insights, and explore new partnerships. Each event is a chance to learn about the unique needs of different industries and showcase how Roomex can simplify workforce travel to help companies save time and money. Thank you to everyone who visited our stands, engaged in conversations (and had a go on our interactive spin-the-wheel!), and showed interest in Roomex. Stay tuned for more updates – we look forward to seeing you at our upcoming events!

Roomex Hotel Forward Pricing Report | Q3 2024

To access the PDF version of this report with Roomex’s negotiated hotel rates click here. Author’s Note As we delve into the latest insights regarding forthcoming hotel prices, it’s imperative to navigate through the intricate landscape shaped by a myriad of economic factors and market dynamics. This author’s note aims to contextualise our findings, offering a nuanced perspective on the anticipated trends and their implications for stakeholders in the hospitality sector. Price Stability: Our analysis indicates very limited evidence of price inflation in the UK and Ireland hotel market during H1 2024. While there are seasonal increases similar to previous years, significant year-on-year price hikes have not been observed. Easter Trend Reversal: We saw a reversal of the typical Easter trend, likely driven by pressures on consumer finances. This trend is projected to continue through the summer months of 2024. Data suggests that Gateway locations with globally renowned tourist attractions will maintain their pricing, while prices in other areas are expected to be weaker. Autumn Market Confidence: The UK hotel market shows low confidence for the Autumn months, which are typically bolstered by corporate stays. This is a notable shift from 2023 data, which showed forward price increases into October. For buyers, this is encouraging news. The inflationary pressures of last year appear to be behind us, and the forward outlook supports cost-saving strategies that many of our clients are considering. As we approach the corporate RFP rate negotiation period, now is an opportune time to collaborate with Roomex to plan your demand through 2025. Keith Watson – Chief Operating Officer at Roomex Q3 2024 Hotel Forward Pricing We are normally thinking about leisure demand as we try to asses forward pricing across the summer months in UK & I. This year feels like a smorgasbord of competing pressures of varying weights that are likely to have some sort of impact. The UK has a new government which has slowed some government travel and projects. Rail infrastructure projects bumped over into a new 5 year Control Period in the spring. Inflation is cooling, but high costs of living continue. This mix makes forward visibility difficult. Being now some years away from travel restrictions and post the high inflation of 2023, but still being in the midst of an unresolved cost of living squeeze – powerful pressures on leisure demand and its pressure on price. It’s a much more nuanced picture through Q3 2024. Introduction Leisure trade in the summer period usually provides a strong upward pressure on Average Daily Rate (ADR) in the UK market, but 2024 looks weaker. In the summers immediately after the pandemic the market got used to experiencing rapid prices rises into the holiday weeks supported by highly compressed availability. This is unlikely to play out again this year. Easter which normally provides the hotel industry with a boost in terms of price, this year saw the reverse with a market wide price decline of -1.9%, and Roomex Average Booked Rate drop of -2.7% into Easter. The public holidays in May also showed drops -3.1% market wide for the first weekend and a smaller drop for the second. Holiday trade and Visiting Friends and Family business is weaker which in the context of the macro environment makes sense. Report So the back drop looks soft, but the business environment is also mixed. In May the UK registered a positive GDP growth figure and appears to have made its way out of a shallow recession. April, May and June Construction Purchasing Managers Index all registered above 50 pointing to a more positive outlook and growth. Although June was down on May. So in summary the environment is generally positive but mixed which from a price creates some uncertainty. As to be expected the Rolling 4 Week UK ADR started to soften in week 27. This approximately correlates with 2023, but in 2024 the H1 ADR development was not as strong. Average booked Rate for Roomex clients was +11.9% higher in June than January. In 2023 this was +19.7%. Roomex Average Booked Rate between weeks 25-28 was limited to +0.56% higher in 2024 compared to 2023. The market has a whole increased on the same basis +2.0%. The price gains in H1 have been seasonal not inflationary. Looking at 2023 data, what lies immediately ahead is price easing. Perhaps more markedly than in previous recent years. Prices increased +1.7% over Easter in 2023. Price increases over this holiday period have become trend post pandemic. 2024 saw a reversal of previous positive Easter rate trends with a drop of -2.7% which is likely indicative of soft forward outlook. Assuming this leisure weakness continues it will provide a strong downward rate pressure. By region (Gateway, Secondary and Regional) there is very strong peak in August in Gateway locations. No surprise that London and particularly Edinburgh lead the charge in offering high rates with robust tourism business to support them. Outside of these locations where leisure contributes less, the picture is weaker. Comparison of London prices in July to October is -18.8%. The market is nervous about business demand. In regional locations this drop is contained to -12.0%, but underscores uncertain demand. It is also worth noting the UK general election is behind us and whilst there was impact on Government business and investment certainty in the run up to voting, government related uncertainty is receding. In terms of day-of-week demand, Regional destinations show strong Wednesday demand but noticeably weak shoulder nights. This weakness is not evident in Gateway locations to be expected across the summer months when hotel business mix will support weekday and weekend occupancy. “…2024 saw a reversal of previous positive Easter rate trends with a drop of 2.7% which is likely indicative of soft forward outlook…” About the Data Sample set of 50,000 price points used from UK and Ireland Hotels. All data is from 3 star hotels only to reflect Workforce travel requirements Research and Analysis Sarah Stenson To access the PDF version..

The Business & Corporate Travel Management Platform | Roomex