Have you ever taken a hassle-free business trip where everything seemed to run like clockwork? Chances are that was all down to a corporate travel planner. Also known as corporate travel managers, these talented individuals (or teams) juggle all the aspects of your trip to make sure it aligns perfectly with your company's goals.
Corporate travel planning is so much more than booking a seat on a plane – it's about creating an environment where you can be productive, safe and comfortable while you're on the road. These busy bees are working hard behind the scenes, making sure the trains run on time (or at least get you rebooked onto another one when they don't). They’ll find you a cosy place to rest your head before you’re even tired, and keep a close eye on the budget.
In this blog post, we'll break down the five key tasks that these travel wizards handle to make your business trips a breeze. Let’s look at why they're the secret ingredient to success on the road.
1. Booking and managing accommodation
One of the main tasks of a corporate travel planner is to make sure that you have a comfortable place to call home, no matter where your work takes you. It’s more than simply picking a hotel close to your meeting location; it's about finding a space that fits the specific needs of a business traveller.
They're looking for places that are quiet enough for a good night's sleep and offer a space to relax and recharge after a long day of meetings. Typically, they’ll sort through tons of options to find the ones that check all the boxes:
Close to your meetings: No one wants a long commute when they're already tired from travelling.
Easy access to airports and train stations: Your time is precious – they'll make sure your commute to and from the airport is as painless as possible.
Top-notch amenities: Think lightning-fast Wi-Fi, comfortable workspaces and express check-in and check-out options.
2. Coordinating travel arrangements
Next on the list of a corporate travel planner's duties is sorting out the finer details of how you get from A to B. The 'getting there' can often be the most taxing part of any trip. That's where your corporate travel planner steps in to take the reins, making your journey as smooth as possible.
Corporate travel managers are also experts at finding the most convenient flights, aiming for times that won't have you setting your alarm for the crack of dawn – or arriving at your destination when everyone else is sound asleep. They try to minimise layovers and avoid those red-eye flights whenever possible. The goal is to get you there feeling refreshed and ready to take on your business agenda.
Of course, flights are only part of the story. As global travel management experts, travel planners also handle all your ground transportation needs, arranging taxis, rental cars or figuring out the best public transport routes. By the time you land, your onward journey is already sorted, so you can relax and focus on what's important.
3. Managing budgets and expenses
Business travel can get expensive, but keeping costs down is another big part of a corporate travel planner's job. They’re pros at creating travel itineraries that won't break the bank and are always on the hunt for the best deals.
Here’s how they handle the financial aspect of your travels with extra care.
Smart budgeting
Corporate travel managers never just wing it. They start by setting a clear budget for each trip based on past spending and future projections. Typically, they’ll factor in everything from seasonal price changes and, if you're heading overseas, potential travel hiccups to currency exchange rates.
Cost-effective booking
Corporate travel planners book flights and accommodations well in advance to lock in the best rates, often using corporate travel management apps that alert them to price drops and special deals. For example, they might book a flight on a Tuesday or Wednesday when fares are typically lower, and opt for accommodation just outside the city centre where rates are cheaper.
Leveraging corporate connections
Travel planners work to form good relationships with airlines and hotel chains, which means they can often get you exclusive discounts and perks that you wouldn't find on your own. This could mean lower airfares, free room upgrades or even free cancellations if your plans change.
Expense tracking and reporting
These professionals keep a close eye on every expense, including things like your taxi fare or your dinner bill. They often use handy apps to track everything in real time and make sure it's within your company's travel policy. You might even get a special company card with spending limits for different categories, like meals or transportation.
Regular audits and reviews
Corporate travel planners regularly review all the travel spending to keep it aligned with the budget. They also look for any unexpected charges or areas where you could save money. For example, if they notice that a particular hotel chain is always adding on surprise fees, they might negotiate a better deal or switch to a different hotel.
4. Prioritising health and safety compliance
When it comes to business travel, your safety and well-being are top of the agenda for your corporate travel planner. Think of them as your personal travel guardian angel, working hard to make sure every aspect of your trip meets the highest safety standards.
Here's how they keep you safe and sound:
Risk assessment and mitigation
Before you even pack your bags, travel planners have already done their homework, checking out the political situation, local laws and any health advisories for your destination. They'll let you know if there are any areas to avoid or suggest alternatives that keep you out of harm's way.
Health and safety briefings
Prior to you heading off, your planner will give you a rundown of everything you need to know to stay safe in your destination. This includes things like vaccination requirements, emergency numbers and tips on how to avoid any potentially sticky situations.
Round-the-clock support
Some corporate travel planners use travel management tools to track your location and stay on top of any news that could affect your safety. If something unexpected happens, like a natural disaster or a medical emergency, they'll spring into action and get you the help you need, fast.
Partnerships with local experts
Corporate travel planners often have networks of local contacts in various destinations who can provide real-time insights and assistance if needed. These partnerships mean you can get immediate support anywhere in the world. For example, if you’re in a country where there’s a language barrier, your planner might be able to arrange an interpreter who can assist with translations.
Health insurance and medical access
Your travel planner will ensure that your travel policy covers medical expenses in different countries and that you can access medical facilities if needed. They’ll often pre-identify hospitals or clinics that meet international standards so that you can receive the best possible care.
5. Organising dining and events
Along with organising flights and hotels, corporate travel planners also play a big part in arranging dinners and other events. This aspect of their job is about making sure you actually have a good time during your trip and that your schedule includes more than just business meetings.
Tailored dining experiences
Corporate travel planners understand that dining isn’t just about fueling up; it’s about creating opportunities for relationship-building and relaxation. They often arrange meals at carefully selected restaurants that cater to everyone's tastes and dietary needs. For instance, if you’re vegan, coeliac or have specific food allergies, your planner will check that the chosen restaurants can accommodate your needs without fuss.
Networking and social events
When the trip involves attending conferences or meetings, travel planners can also organise side events or networking opportunities. These might include private dinners, cultural outings or even casual get-togethers with local business contacts. Such events are all about making your trip more enriching, giving you a chance to connect with other professionals and soak up the local vibe.
Venue selection and negotiation
For bigger events, like international conferences or training sessions, the planner’s role extends to picking out and booking the perfect venues. They handle everything from negotiating contracts and setting up the space to fit your event's needs to coordinating with caterers and audio visual teams. Their expertise guarantees an event that runs like clockwork and leaves a lasting impression on everyone who attends.
Adapting to local culture
Understanding and respecting local customs is crucial when travelling to different countries. Corporate travel planners will often provide you with necessary information on local etiquette and customs, particularly when dining or participating in social events. This cultural sensitivity helps avoid any awkward faux pas and build strong relationships with your international colleagues.
Managing budgets for events
Just as with travel and accommodation, planners are tasked with keeping event costs within budget without compromising on quality. They leverage their extensive network of contacts and negotiation skills to get the best deals on everything from food to entertainment.
Bonus 6: Streamlining workforce travel with Roomex
As your company grows and your team starts hitting the road more often, managing all that travel can quickly become a real headache. It's a lot to juggle, from finding budget-suitable hotels to keeping track of everyone's expenses. That's where Roomex steps in to make life easier for corporate travel managers.
Centralised management
Roomex is your one-stop shop for everything travel-related. Our single platform streamlines booking accommodations, tracking expenses and keeping tabs on your team's whereabouts. No more jumping between different tools and spreadsheets – Roomex puts everything you need in one place, making your life a whole lot easier.
Empowering employees
One of the best things about working with Roomex is that we give your employees the freedom to book their own travel while still sticking to the company budget. It's a win-win – they get to feel more in control while you get peace of mind that they're making smart choices.
We pride ourselves in having a platform that’s super easy to use, with features like automated check-in and filters for things like ‘secure parking’. This means your team can quickly find the perfect place to stay that meets all their needs, without endlessly scrolling through hotel websites.
Cost efficiency and policy compliance
With our Exclusive Roomex Rates, you'll get access to all kinds of accommodation – from cosy apartments that won't break the bank to hotels that cater to your on-the-go team. Plus, with RoomexAnalytics, travel managers get a bird's-eye view of your travel spending and can see how well everyone's sticking to the budget.
Safety and support
Your team's safety is our top priority. Our live Duty of Care map gives travel managers a real-time view of where their team is, where they've been and how to reach them. It's a lifesaver if anything unexpected happens. Plus, with our handy mobile app, you can make last-minute changes on the fly and get in touch with our travel experts whenever you need them. Help is just a tap away.
To see how our booking platform can meet your business travel needs, schedule a personalised demo.
