July 2024

Roomex offers additional support service and discounts to help companies get back on the road, with peace of mind

We’ll help you back on the road again. COVID-19 impacted nearly every level of our lives. As we begin to emerge from our homes as restrictions lift, we face a different reality – one often filled with many questions and fears both from a personal and a business perspective. The team at Roomex has reviewed and reshaped our platform and service to be ready to help you safely get back on the road and drive your business forward. Peace of mind Hotels are putting in place many operational changes to ensure guest safety. They have introduced new, relevant food and beverage options and implemented new hygiene measures – all highlighted within your platform. Our travel experts have up to date information on what hotels are open and all changes within their service. We will also carry out a pre check-in phone call to the hotel on your behalf to ensure the hotel is ready and waiting for you. The Duty of Care feature within your portal has been updated to give you more information on all employee’s past, present, and future trips. Travel Experts Our Travel experts are ready to assist you with all your questions on hotel operations including their new hygiene policies and we will offer recommendations for safe travelling. We will help manage every aspect of your trip, including sourcing, negotiating, and managing accommodation and meeting rooms for Special Request bookings such as group, project and long-stay bookings. Whilst on the road or before your trip contact us through live chat, email or by phone. We can provide bespoke reports on your costs, savings, or employee travel history when you need them. Free travel policy consultation we are here to advise you with and help you to create a companywide travel policy for your staff. 3. Cost and time savings when we all need it The savings we can bring you on cost, time and policy compliance cannot be beaten we have used this time to negotiate even greater discounts for you, to help your company get back on the road. Thousands of new, relevant, and safe properties have been added to your platform, including budget apartments and suite-style properties, giving you access to even more discounted room options. New discounts you will find within your platform 205 new, exclusive Roomex Rates across UK & Ireland. 148,000 new hotels added in locations around the world with industry high savings through SaverPlus 4. Dedicated travel expert to recommend and assist you in this transition Our travel experts are ready to assist you with any questions on hotel operations including their new hygiene policies and recommendations for safe travelling. We will help manage every aspect of your trip, including sourcing, negotiating, and managing rooms, group bookings and meeting rooms that best suit your needs saving you time and money. While on the road or before your trip, contact us through live chat, email or by phone. We can also provide bespoke reports on your costs, savings, or employee travel history when you need them. We’re offering travel policy consultations – book a free, 30 minute call with us to create a company-wide travel policy for your staff. 5. Increased credit payment periods and expense management solutions to decrease pressure We’ve extended credit payment periods to 21 days to reduce pressure on you as you start travelling again, just ask our travel expert on how to apply. RoomexPay, our new prepaid expense card will eliminate expense management for you and gives you full visibility and control of all in-trip spend while ensuring employees never pay out of pocket and stay safe by using contactless payment. Ask our travel experts how to apply for a card. If you’d like more information on how Roomex can help you get back on the road – get in touch here, or reach out to your account manager.

Top 15 corporate retreat locations in the UK and Europe for 2024

Today’s workplaces thrive on adaptability and fresh ideas, and that’s exactly what corporate retreats are for. They give teams a chance to step away from the daily grind, recharge and come back ready to tackle their goals together with a new perspective. What to expect from a company retreat Company retreats are more than a simple break from the office; they’re a genuine investment in building up team morale and strengthening bonds. Here’s what to expect from a typical corporate getaway: Strengthened relationships: You might take part in team-building activities that build trust and rapport, creating a more unified workplace. Improved communication: Retreats are a good setting for clearing up any misunderstandings and getting everyone on the same page through open forums and discussions. Creativity and innovation: A change of scenery can kickstart creativity, bringing in new ideas and fresh perspectives. Heading to a tranquil forest setting? Perhaps you’ll be inspired to create a new, eco-friendly marketing campaign. A focus on professional development: Take advantage of workshops and sessions packed with relevant skills and knowledge to help push the company forward. Take a peek at our curated selection of prime relaxation and team bonding spots. Keep these options in mind and look forward to seamless and straight forward planning for your next offsite event. Top 10 UK corporate retreat locations 1. Rachel’s Farm – Buchlyvie, Scotland Just 50 minutes from Edinburgh, Glasgow and Perth, this countryside hideaway features sweeping views of the Trossachs National Park. The barn can accommodate up to 50 people, making it suitable for meetings, while several large rooms are great for hosting board sessions. Choose from accommodation with 4 to 15 bedrooms, each catering for up to 30 guests. There are plenty of enticing extras too, such as private hot tubs, custom kitchens and chic living For adventurous team members, mountain biking and water sports are available in the surrounding area. Your team can enjoy peaceful walks through Queen Elizabeth Forest Park, or take part in wellness activities like animal sanctuary visits and tree planting. 2. Elmley Kingshill Farm – Isle of Sheppey Just 40 miles from London, Elmley Kingshill Farm is located on a 3,300-acre family estate and national nature reserve on the Kent coast. The venue is home to Kingshill Barn, a rustic and grand space with spectacular views and a large outdoor area. The elegantly restored Kingshill Farmhouse provides cosy accommodation for 12 guests across 6 en-suite bedrooms. For a more modern touch, Elmley Cottage offers open-plan living for 10 guests, complete with scenic views of the reserve. 3. Osea Island – Maldon Osea Island offers an enchanting private island getaway on London’s doorstep. The island has a variety of properties, from grand houses to cosy cottages and apartments. You’ll be able to spot a variety of wildlife while on the island, such as owls, kestrels and peacocks. Explore the island’s paths by bicycle, or organise games of golf or volleyball for the team. If you’re visiting between May and September, you’ll be able to take a dip in a heated outdoor swimming pool. The local area provides even more options like boating, fishing, clay pigeon shooting and various water sports. 4. Elessar Yurt Village – Oakwood These thoughtfully furnished yurts provide a blend of luxury and eco-friendliness, so a good night’s sleep is very likely! Activities include sunrise yoga, team-building hikes and orienteering. The communal fire pit area provides a snug setting where groups can gather in the evening to discuss the day’s events. The site has a strong glamping game, with mod cons like reliable Wi-Fi, hot showers and flushing toilets. Plush Tents Glamping can accommodate up to 120 guests, making it an ideal retreat for larger corporate groups. 5. Broadoaks Country House – Lake District Set within 7 acres of gardens, this rustic country house is well-suited for team-building activities. The property has four breakout rooms, the Orangery, Bar, Oaks Room and Music Room, providing plenty of space for various event formats. For work-related activities, the house offers useful amenities such as Wi-Fi, flip charts and projectors. For those seeking adventure, activities include clay pigeon shooting and black powder shooting. Teams can also take part in archery, orienteering, treasure hunts and water activities. 6. Thornbury Castle – Gloucestershire Experience a retreat in a real Tudor castle with modern conference facilities. Located just 30 minutes from Bristol, the castle offers an inspiring and intimate setting for meetings, team building and training. This Tudor castle, once home to King Henry VIII and Anne Boleyn, now serves as a stylish retreat with distinct event spaces accommodating up to 70 guests. The only Tudor castle in England to open as a hotel, Thornbury Castle is equipped with atmospheric bedchambers, a three-AA Rosette restaurant and free Wi-Fi. On-site activities include croquet, archery, clay-pigeon shooting and falconry. 7. The 616 Venue – Nottinghamshire Located in Sherwood Forest, this venue was built with eco-friendliness in mind, using natural and reclaimed materials throughout. The venue offers convenient transport links from Nottingham and plenty of parking for cars and coaches. The 616 Venue provides exclusive use of its features, including a private music cellar and bar, a retro games room and outdoor hot tubs. For a fun local excursion, you can head to the historic village of Wellow. Just a 10-minute drive away, it’s famous for its connections to the legend of Robin Hood. 8. Ellenborough Park – Southam Ellenborough Park is an imposing 15th-century English country estate located on the edge of the Cotswolds, just a short drive from Cheltenham. This venue has a spa where your team can relax in a sauna and steam room, receive a massage or soak in a hot tub. The estate offers 61 spacious bedrooms with large bathrooms, heated marble floors and modern conveniences. Many rooms have garden views and some include private patios. 9. Howgills House – Sedbergh Howgills House, nestled between the Lakes and Dales, offers a lavish 12-bedroom country residence. Just a..

Maximising Savings: A Comprehensive Analysis of Hotel Booking Efficiency

In the dynamic world of corporate travel, balancing cost efficiency with comfort and compliance is crucial. The Roomex Savings Team specialises in optimising travel expenses for businesses through a combination of data-driven insights and industry expertise. Our approach ensures significant savings while maintaining high standards for accommodations. Our Methodology Client Consultation: We start by understanding each client’s unique travel needs. Data Collection: Comprehensive data on past bookings is gathered for analysis. Cost-Saving Identification: Advanced analytics help pinpoint savings opportunities. Quantitative and Qualitative Analysis: We quantify potential savings and consider client preferences and policies. Client Presentation: Detailed recommendations are provided to clients. Continuous Improvement: Our methods evolve with market trends and feedback. Adhering to this rigorous methodology, ensures that our savings analyses are comprehensive, accurate, and actionable, empowering our clients to make informed decisions that drive tangible cost reductions and enhance overall efficiency in their travel management processes. Case Studies Across Industries 1. Construction Industry At a glance: Client Profile: A UK-based construction firm with frequent travel needs. Savings Strategies: Negotiated rates, flexible booking options, and improved booking timing. Results: Estimated annual savings of 18.63%. Client profile: This client, a leader in the UK’s construction sector, operates a network of regional offices across the UK providing award-winning rail, plant, and construction solutions. With a workforce frequently travelling for meetings, projects, inspections, and industry events, efficient hotel booking management is critical to their operational success. Their primary objectives include minimising travel costs while ensuring accommodations meet the necessary standards for comfort and convenience for the workforce traveller. Detailed analysis of previous booking patterns: Prior to joining the Roomex platform, the majority of the client’s bookings were made through traditional channels, such as direct hotel reservations or third-party booking platforms. Due to the decentralised nature of the booking process, the client could not provide a consolidated view of their historic booking data. As a result, the Savings Team was not able to immediately review and analyse the client’s booking history. In order to provide the client with a savings analysis, once the client began using the Roomex platform, the Savings Team reviewed the client’s booking data on a monthly basis to conduct the analysis. After a period of three months, the Savings Team was able to provide the client with a comprehensive review of their bookings and future savings potential. Identification of potential cost-saving opportunities: Based on our analysis, we estimated that the client could achieve a potential annual saving of 18.63% on their hotel accommodation expenses by leveraging the Roomex platform and the recommendations of the Savings Team. This projection accounts for both direct cost reductions through negotiated rates and indirect savings from improved booking efficiency and policy compliance. 2. Retail Sector At a glance: Client Profile: An automotive retailer with extensive travel for retail operations. Savings Strategies: Centralised bookings, avoiding additional expenses, and securing negotiated rates. Results: Estimated annual savings of 18.52%. Client profile: Our client, a major automotive retailer specialising in comprehensive fleet solutions and the disruption of the used car market in the UK, operates in a highly competitive and dynamic industry. With a sizable workforce engaged in various retail operations, including store management, sales, and logistics, the company frequently requires accommodation for its employees during business travel, training sessions, and conferences. As the client had been booking with Roomex for some time, their primary objectives for the savings consultation included reducing travel expenses while ensuring accommodations meet the standards for productivity and comfort conducive to their workforce. Detailed analysis of previous booking patterns: As a pre-existing Roomex customer the Savings Team was given immediate access to the client’s recent booking history. The client was also able to provide records of accommodation bookings made on other travel platforms. This provided the Savings Team with a six month booking period they could analyse and utilise to form their advice. Identification of potential cost-saving opportunities: Based on the Savings Team’s analysis, we estimated that the client had an annual savings potential of 18.52% on their hotel accommodation expenses by encouraging further adoption of the Roomex platform within the company and implementing the recommended strategies. This projection accounts for both direct cost reductions through negotiated rates and indirect savings from improved booking efficiency and policy compliance. 3. Utility Services At a glance: Client Profile: A utility services firm with nationwide travel requirements. Savings Strategies: Exclusive rates and optimized weekend bookings. Results: Estimated annual savings of 18.11%. Client profile: Our client is a prominent utility services firm providing comprehensive coverage for numerous utility clients around the UK. With their workforce regularly travelling across the length and breadth of the country for network servicing, one-off construction builds, 24/7 reactive fault services, as well as customer and business connections, confidence in getting the best possible rate for their accommodation bookings is paramount. Their primary objective in seeking this consultation was to reduce travel expenses while ensuring employee compliance and satisfaction. Detailed analysis of previous booking patterns: This client was a relatively new customer to Roomex; however, they were able to provide Roomex with a detailed history of their bookings prior to Roomex, meaning the Savings Team was able to provide them with an immediate analysis. The Savings Team used the booking data over a period of three months to determine the client’s future savings potential. Identification of potential cost-saving opportunities: Based on our analysis, we estimated that the client could achieve annual savings of up to 18.11% on their hotel accommodation expenses by leveraging our the Roomex platform and implementing the recommended compliance-driven strategies. This projection accounts for both direct cost reductions through negotiated rates and indirect savings from implementing the recommended strategies. Comparative analysis of realised savings The comparative analysis of cost savings across the construction, retail, and utility services sectors underscores the transformative impact of Roomex’s Savings Team in optimising accommodation expenses for diverse industries. Despite the distinct challenges and demands inherent to each sector, Roomex’s personalised solutions consistently delivered substantial savings. The analysis revealed significant potential for..

Roomex launches Carbon Reporting to meet growing demand for sustainability

At Roomex, we understand the importance of sustainability in today’s business environment. With global awareness of environmental issues being a hot topic, we’re committed to providing the right tools to help businesses reduce their carbon footprint. That’s why we’re thrilled to announce the launch of our new Carbon Reporting feature, developed in partnership with SQUAKE. Meeting the demand for sustainable travel solutions Our new Carbon Reporting feature has been driven by popular demand. Leveraging SQUAKE’s advanced API, this feature provides detailed insights into your carbon emissions. Every month, you’ll receive statements with anonymised booking data and comprehensive carbon emission details for each booking. Flexible reporting methodologies Understanding that different businesses have different needs, our Carbon Reporting feature supports two leading methodologies: HCMI and DEFRA. This flexibility allows you to choose the framework that best suits your decision-making and sustainability practices. Check out our breakdown below to help you understand which method may be the most suitable for your business. HCMI The Hotel Carbon Measurement Initiative (HCMI) is a collaborative effort designed to provide a common methodology for the hospitality industry to calculate and report the carbon footprint of hotel stays and meetings. Developed by the World Travel & Tourism Council (WTTC) and the International Tourism Partnership (ITP), HCMI aims to standardize how carbon emissions are measured across the global hotel industry, promoting transparency and enabling consumers to make informed decisions based on the environmental impact of their stays. The initiative supports hotels in identifying opportunities to reduce their carbon emissions, contributing to the industry’s overall sustainability efforts. DEFRA Carbon Frameworks The Department for Environment, Food & Rural Affairs (DEFRA) in the UK provides comprehensive carbon reporting frameworks and guidelines to help organizations, across various sectors, measure and report their greenhouse gas (GHG) emissions. DEFRA’s guidance includes conversion factors for a wide range of activities and operations, such as energy use, transportation, and waste management, facilitating accurate carbon footprint calculations. These frameworks are designed to support businesses in complying with UK-specific reporting requirements, enhancing environmental management, and contributing to the national goals for carbon reduction. DEFRA’s carbon frameworks are essential tools for UK organisations aiming to understand and mitigate their environmental impact through more sustainable practices. Which framework is right for your business? For hotels and hospitality businesses: HCMI is your go-to framework. It provides industry-specific guidelines, helping you measure and report your carbon footprint accurately, creating transparency and sustainability. For UK-based businesses across various sectors: DEFRA is the ideal choice. Its comprehensive guidelines and conversion factors cater to diverse activities, ensuring you meet UK regulatory standards and effectively manage your environmental impact. Both HCMI and DEFRA frameworks are invaluable for businesses committed to sustainability. By understanding their unique features and advantages, you can choose the one that best aligns with your operational needs and regulatory requirements. Further benefits Since its rollout, the Carbon Reporting feature has been warmly received by our customers, demonstrating the growing demand for sustainability tools in the business travel sector. Below are some further key benefits: Ability to implement strategies to reduce emissions, potentially lowering operational costs and environmental impact. A commitment to sustainability can improve your brand perception and attract environmentally conscious customers. Stay ahead of reporting requirements and avoid fines. Attract sustainable investments by demonstrating environmental responsibility. Ready to get started? Sustainability isn’t just a trend – it’s a commitment to our future. At Roomex, we are committed to providing you with the resources needed to make a positive impact. To make the most out of your Carbon Reporting service today and take a significant step towards more sustainable business travel, visit: roomex.com/carbon-reporting

How to encourage travel policy adoption amongst staff

You spend months researching it, weeks writing it, and a lifetime trying to promote it. So why let your business travel policy go to waste? If you’re one of the progressive organised companies that has a well-thought out travel policy and procedure, then congratulations you’re half-way there. Half-way, because a policy is only useful if colleagues use it. So then, how can you ensure that your travel policy for employees is widely adopted? Glad you asked, here’s eight ways to ensure every member of the team adopts your HR travel policy today. TL;DR: Eight essential steps to ensure employee adoption of your HR travel policy Write a clear policy: You need a concise, easy-to-understand document covering all FAQs regarding expenses, bookings, behaviour expectations, and safety protocols. Engage stakeholders: Invite feedback to ensure widespread buy-in and enforcement. Ensure accessibility: Make the policy available on the intranet, laptops, and in printed form. Incorporate into onboarding: To establish adherence from the start. Conduct mandatory training: To reinforce policy knowledge among existing employees. Use online travel platforms: Which help streamline booking processes and enforce policy requirements efficiently. Update your policy regularly: Bi-annually is ideal. Recognise compliance: Incentivise adherence through rewards. Make sure it’s well written One of the most important factors in policy adoption is making sure you have an appropriate well-written document that’s easy to understand. If you’re wondering how to write a corporate travel policy, there are plenty of templates available online. However, the best policies are those that cover all FAQs in a clear and concise way. It doesn’t need to be War and Peace, in fact the more compact it is, the more likely it will be read. Keep points brief, using headers and sub-sections, and have a contents page for easy access. Ensure you explain your travel policy and procedure clearly with no room for misinterpretation. This should include key points such as: allowable expenses, when and how to submit expenses, how to make travel bookings, how to make hotel reservations, logins, passcodes and insurance details, behaviour expectations, along with health and safety protocols. Invite stakeholders from around the business Much like anything in business, if you want buy-in from the wider company, you’ll need to involve them. To that end, why not invite various stakeholders from around the organisation to share any useful feedback to incorporate into your HR travel policy, this will also help with enforcing it too. Make sure it’s accessible When it comes to policy uptake, the single most important factor is ensuring that it’s easy to locate at a moment’s notice. If you have an intranet, there should be a link on the home page, or perhaps a downloadable version could be available on laptop home screens or on a USB key. Additionally, provide a printed hard copy to all colleagues, to ensure there’s no excuse for missing it. If you send out regular company emails or newsletters, this is a prime opportunity to remind colleagues where to access the corporate travel policy. Make it part of onboarding It’s far easier to get new starters to adopt a travel policy, than change old habits. In short, an induction to your corporate and HR travel policy should be an integral part of the onboarding process. This will ensure colleagues default to the corporate handbook naturally. Host mandatory training sessions As for existing colleagues, it can be harder to change protocol and process. If you find that take-up is still poor around your business travel policies, it could be time to rethink the way you approach it. Introducing mandatory travel policy training is one way to do this, and doesn’t have to be onerous it could be a simple 20-minute session outlining the key points of your policy, and where to access it. Use an online travel platform Many companies today use online travel platforms to help with the ease of business travel. This is hugely advantageous when enforcing a travel policy for employees, as you can pre-select hotel partners, cap spending limits, and implement requirements that reflect your company travel policy without being heavy handed. As a further bonus, many platforms, such as Roomex, also offer a pre-paid company card, which means that you can keep tabs on expenses and help automate the process. Keep it up to date As a general rule, a corporate travel policy should be reviewed and updated at least bi-annually. As the recent pandemic highlighted, it’s useful to have company travel policy and procedures in one consolidated place. This also means keeping details up to date, to reflect the ever-changing environment, as well as for compliance. This also provides you with the perfect excuse to re-share the document regularly with colleagues. Acknowledge colleague use And finally, if you’re looking for a smart way to get colleagues to adopt your travel policy – incentivise them! Some companies reward colleagues for their commitment to best practice, or for helping to saving the company money through budget control, or expense management. Incentives could range from days off in lieu to vouchers and employee of the month awards. Either way, it’s a great opportunity to dovetail a strategy with internal communications for colleague engagement. FAQs What is an HR travel policy? An HR travel policy is a set of guidelines outlining procedures and expectations for employee travel on behalf of the company. It covers aspects such as expense management, booking procedures, behaviour standards, and safety protocols during business trips. Why should a company have a travel policy? A company needs a travel policy to manage expenses efficiently and ensure the safety of its travellers, especially in the post-COVID-19 climate. Business travel It’s crucial for connecting employees with clients and fostering a strong company culture, which is vital for talent retention especially when 24% of staff who don’t like a company’s culture are likely to quit. A well-structured travel policy saves administrative time and helps control actual travel spend. What is the purpose of a travel management..

The Business & Corporate Travel Management Platform | Roomex