The Essential Bookers Guide to Business Travel

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The Essential Booker’s
Guide to Business Travel

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Guide to Business Travel.

Welcome
Having worked in the travel
accommodation industry for over 14 years,
here at SACO we know our stuff when it
comes to business travel.
That’s why we have put together this
guide to help you work out the best
methods of researching, booking and
succeeding in organising business travel
for your colleagues.
Planning business travel for other people
can be a minefield. With so much to
organise, we want to help you cover every
base, making sure you don’t forget the big
things and helping you to think of the little
extras that will make the traveller happy.
In this guide you will find some great tips,
methods and foolproof plans to help make
sure you don’t miss a thing.
Lesley Freed,
Founder and CEO

1

contents
To succeed in organising business travel,
follow our 5 stage process...

1
Before you book
Gather the
information needed
for successful
booking. Page 3

2
Booking the trip
Choose the right
transport and
accommodation for
your traveller.
Page 5

3
Preparing for the trip
Inside tips and planning
advice for seamless business
travel. Page 15

4
While they are there
Things to consider for a
hassle-free and
productive stay.
Page 19

5
Travelling abroad
quick and easy checklist.
Page 21
+
Prepare for travel with this
Really useful top tips
The best websites and mobile apps
for an easy, more cost-effective travel
experience. Page 23
2

guide

1 before
you
book
With so many different types of travel and
accommodation available, we have broken this
section down into a checklist for you.
Gather your requirements. Ask yourself the
following questions before clicking on the
‘buy now’ button...

✓1 What is the
purpose of
✓2 How many people
are travelling?
the trip?

e.g.
Meetings,
project work,
3 awards dinner

e.g. CEO,
Project
Manager, e.g.
Junior Single day,
Auditor overnight,
multi-night,
✓3 Who is the
traveller?
over 1
month
✓4 How long is
the trip?
✓5 Are there any
specific meeting
times for the
traveller? ✓6 What budget
is available?

SACO Waterloo
Serviced Apartment

✓7 Does the
traveller have Once you
any special ha e all your
v
requirements? answers...
You will have a much
better
idea of what options
are
open to you and what
e.g. to include on a check
items
Health, allergie list for
s, the traveller to pack
. We’ve
timings, included space for yo
ur notes
preferences later in this guide.
4

guide

2
booking
the trip

5

case study:
don’t let your boss
make his own
arrangements!
I never, but never, allow my (academic) boss
to book a plane, train, taxi or even a rickshaw
himself. Not since the time he booked an
internal flight in the USA and ended up at
the University of Washington in Seattle, not,
unfortunately, at Washington University in St
Louis, where he was supposed to be! Talk
about absent-minded professors...
PA Club member

arranging
transportation
Which option is best
for the traveller?
The following guide
will help you decide.

6

guide

car Great for...
1. If there is more than one person
Other things to consider...
1. Is the traveller correctly insured
travelling within the UK on the vehicle? (Many personal
insurance policies will not cover
2. If they are picking up clients
for business use.)
3. If there are multiple stops
2. Would it be cheaper to hire a
required in one trip
car rather than pay mileage on
4. If the traveller is away for a long their own car?
time and will need transport on
3. Do they have emergency
multiple occasions
breakdown cover?
5. If they are not based centrally
4. Pre-programme a satellite
6. Keeping a low budget navigation system with
postcodes of all destinations or
print out maps and directions
for your traveller with journey
times so they know to leave with
plenty of time to spare.
5. Is there car parking available at
the traveller’s destination or do

fl
you need to book a space?

inside tip
Just before the
traveller sets off,
check online for traffic
warnings that may
cause delays and if
necessary plan an
alternative route.

7 t

rail
Other things to consider...
1. Does your traveller have any
personal railcards that you can
use to keep costs down?
2. Will they need transfers to and
Great for...
from the train station – local taxi
1. Being able to work on the move, numbers will always come in
especially for long journeys handy
2. Comfort (as long as you have 3. Do check and plan for any
pre-booked a seat) delays, especially in bad weather
3. Time – train can often be a lot 4. Depending on your traveller,
faster than driving make sure you book the right
‘class’ of travel
4. Ease of use for the traveller -
once they are on the train they
can sit back and relax

inside tip
If the traveller is likely
to use an electronic
device during the
journey remember to
request a seat near a
plug socket.

flight Great for...
1. Long distance
journeys
2. Cost in
Other things to
consider...
1. Is the traveller’s
passport in date?
inside tip comparison 2. Do they need any
If air travel is frequently to long train extra baggage
required then consider journeys allowance?
which airlines have 3. Ease of use for
loyalty schemes that the traveller 3. Will they need
your organisation and the transfers to and
traveller can benefit from. 4. Speed of journey from the airport? 8

top
online flight
booking site
We’ve reviewed the top
20 flight comparison sites
using specific criteria and
have chosen
Skyscanner.net as
the winner!
Below are the reasons why we put it on top...
• Provides • A broad range • All airlines • Skyscanner
unbiased of leading are offered, provided the
options and travel agent irrespective most accurate
directly links to fares are of whether search results
many airlines. offered. they pay every time.
commission.

top flight booking tips
• Choose “compare One flight can look the • Booking two or more
flight times” instead cheapest but if these passengers? Check
of “compare prices.” costs are not included it availability for just one
When searching for a could work out to be the seat. Airlines allocate a
short flight for a business most expensive. certain number of seats to
traveller, schedule be sold at various prices.
• Unless savings
is as important They don’t want to fill an
are substantial
as price. aircraft with passengers
or you have
paying low fares.
• Watch out a mandated
Frequently, just one seat
for extra travel policy
is left at a lower fare. If
fees and through
you request two seats, the
credit card a Travel
reservation systems will
charges. Management
not offer you that last seat
Make sure Company
price but will sell you two
you look out for (TMC), book
at the next highest price.
additional handling direct with the airline.
fees, transaction fees, This applies particularly • Put a reminder in the
compulsory airline to low cost airlines and diary, where relevant, for
protection, insurance British Airways. Travel 24 hours before the flight
and credit card charges agents will add a mark- to ensure online check-in
before you book. up to the fare which may happens and preferred
not be apparent at the seats can be selected.
9 first comparison stage.

top train
and car
booking tips
• The best rates are
available further in
advance so look to
book sooner rather than
later, do be aware that
advance tickets can be
inflexible.
• If there are multiple
travellers, ensure car
rentals are shared
where possible. Many
car rental and online
train booking systems
offer free loyalty points
schemes. Always check
if they are offered and
register before you
book.
• Avoid peak times:
Arrivals before 0930-
1000hrs, returns 1500-
1900hrs. Always check
the earlier or later train.
This could save you
hundreds of pounds.
• Consider using railcard
options – check if the
traveller has their own
personal railcard that
you can register to save
money on their rail fare.
• For ticket machine
collection, your traveller
Avoiding peak will need the credit card
that you booked with for
travel times will identification, so use the
save you hassle traveller’s credit card
and money! or have tickets posted
to them before their
travel date.
10

guide

deciding on
accomm

SACO Manchester
case study:
Serviced Apartment etiquette is vital
For a senior boss like mine (CEO of a consultancy firm), a
knowledge of etiquette when travelling is essential. Business is
much harder to win, and relationships much harder to establish, if
you offend your hosts, however unwittingly, when travelling around
the world. That’s why I provide him with a little “good manners”
summary wherever he goes, as an aide-memoire. In China, for
example, there are lots of do’s and don’ts during a business dinner,
so he can check his mini guide before the dinner starts.
11 PA Club member

These days hotels aren’t the only choice for
accommodation. To help you decide what type is
best for your traveller, assess their requirements
based on the checklist below and review the pros
and cons of each option on the following pages.

modation
they be away?
How long will
car parking?
Do they need
d–
ed to be locate
Wh ere do they netown?
t of
centrally or ou would
rant on site or
Do the y want a restausufficient?
be self
they prefer to they
they need – are
ch space will ile and will family or
How mu r a wh
staying away fo g? in
friends be visit
?
adband access
Do they need bro
parate living
Do the y need/want se
reas?
and sleeping a
claims
it on expenses
Is there a lim, lunch and dinner?
for breakfast
This is not
they ‘need’ th? eir room to
Do ily an exhaustive
be cleaned da list and can be
tailored to any extra
requirements your
traveller may
have.

12

guide

serviced apartments

Great for... Not as good for...
Low overall budgets Daily cleaning –

hotels (inc. expenses)
Short and long stays
normally done on a
weekly basis
Great for... Home from home feel On-site facilities,
Short stays with separate living such as a gym
and sleeping areas and restaurant, are
On-site restaurant limited
Space to work/relax in
Extra on-site
the apartment
facilities e.g. gyms
Saving money on
Daily cleaning expenses by cooking
Individual in the apartment
travellers Multiple bedroom
Broadband access apartments are great
for more than one
traveller, or for family
Not as good for... visits, keeping costs
Cost of eating out lower than multiple
for every meal hotel rooms SACO London Waterloo
No extra living Broadband access Serviced Apartment
space to work/
relax in/entertain
family and friends
With space
bed & breakfast
confined to one Great for... Not as good for...
room, it can feel Short stays Level of quality/
claustrophobic luxury
Homely feel
Special dietary Cost of eating out for
Personal service
requirements lunch and dinner
with only a small
number of rooms With space often
confined to one
Low accommodation
room, it can feel
budgets
claustrophobic and
Breakfast is makes it difficult to
included in the cost entertain
Daily cleaning Broadband access –
Individual travellers not all B&Bs will offer
this as standard
13

who to
book
through?
top online
accommodation
booking sites
• From our research,
Booking.com and HRS.com
come out as the most flexible
reservation sites. Instead
of requiring prepayment,
these companies will hold
reservations, which can
usually be cancelled up to
6pm on the day of arrival,
without penalty, and without
having to apply for a refund. top accommodation
This makes them ideal for
the business traveller.
booking tips
• Unless there is a significant • Not all accommodation discounted corporate
saving, it is always best providers make all their rates or discounts for
to go direct to the rooms / apartments multiple bookings rather
accommodation provider. available to book online. than just going for their
They will then have direct Always be sure to call if online rates.
access to your booking you can’t find a room
• Booking multiple
should you need to contact online.
locations? Save time
them and could offer • For serviced apartment and choose a provider
discounted rates for frequent requirements, take a that covers all locations
bookers. look at market leader with one point of contact.
• If you book a lot of business SACO, the worldwide
• Some companies
travel then it would be serviced apartment
offer better deals for
worthwhile checking out a network, at www.
loyal customers. Check
GDS (Global Distribution sacoapartments.com
to see if they have a
System). This is a live • If you are going direct loyalty scheme or if
booking system which to an accommodation they will offer you better
has access to thousands of provider, call them rates the more often you
accommodation providers to see if they offer book with them.
across the world. 14

guide

preparing
for the trip
3
The key to productive and cost-effective
business travel is organisation.
Preparing business travel requires
forethought and planning.
Plan ahead as far as possible what the
traveller will require during their trip. This
will save you considerable time and help
avoid unforseen problems.

15

case study:
belt and braces
My boss loves high-tech gadgets, so it’s never a problem
persuading her to adopt the latest one. We got unstuck on one
occasion, however, when she went jetting off to an extremely
important meeting at very short notice with the entire agenda
(including place and time and bullet points for her part in the
meeting) on her Blackberry and nowhere else.
I always give her paper versions of everything but she hadn’t
time (so she said) to wait as the car was at the door. What she
didn’t know was that her battery was nearly out and she’d left
the charger, complete with spare, on her desk! Everything
got sorted in the end but now I insist she always takes paper
versions of everything important.
PA Club member

16

guide

Dress code

Make sure you’re aware of the dress codes
required for events the business traveller will
attend during their trip. Suits may be required for
business meetings and there may be a dress code
Research for conferences and exhibitions.
Familiarise yourself Anticipate a few social events
with the agenda for and/or evening functions
INSIDE TIP
the business trip in that may have dress code Suggest to the
question. This will requirements. traveller that they
help the traveller get travel in business
Save on space by attire; then if they
the most out of the
suggesting the traveller lose their bag
visit and will avoid
packs outfits which can be they won’t be
frustrating situations. underdressed.
worn for different occasions.

Luggage Mobile phones
For trips that are up to
four days long, a small Ensure the traveller never leaves home without
wheeled luggage a charger and, if travelling abroad, enable voice
case is ideal for a roaming as they can’t do it retrospectively once they
business traveller. are there.
For travel abroad, often you can call the mobile
provider to pre-pay for a voice package at specific
INSIDE TIP
The Department destinations. Ensure the traveller knows how to ‘disable
of Transport no data roaming’ on their smartphone if they want to avoid
longer sets a excessive roaming costs when away and are able to use
maximum size for wi-fi to retrieve email at their destination.
hand luggage. By
carrying your case
onto the plane,
you’ll save time not
Laptop
having to check Consider all the roles the laptop will be used for and
bags into the hold. make sure the necessary accessories are packed: the
Always check charger, the correct plug adaptor if travelling abroad,
with the airline’s
own regulations connection cables for projectors and a portable USB
as rules regarding storage device for data sharing and backups.
hand luggage
change between Find out details of the internet
providers. connections in hotels and INSIDE TIP
venues beforehand and Remember that
include a contact number for on budget airlines
your technical or IT support a laptop bag is
considered hand
team should the traveller luggage and
encounter any problems. only one item is
17 allowed.

Business Business preparing
cards documents for the trip
A sufficient stash of Consider what
business cards is documents need
imperative. to be printed in Paperwork
advance to prepare Effective business travel
for the trip such as is well planned business
INSIDE TIP meeting agendas, travel. Compile all the
A business card presentations or
holder is always information the traveller
previous meeting needs to ensure they
a handy addition
to a trip to ensure minutes for reference. have a smooth trip.
that business cards If the traveller
look clean and This should include
professional when
is meeting new your contact details
handed over. associates, gather as the travel planner,
relevant names, accommodation
contact details and details, venue names,
full addresses so they addresses and contact
are easily accessible numbers along with
throughout the trip. location and local area
maps.
Don’t forget to include
booking confirmations,
tickets and of course the
passport (if required).
It can be a great help
to the traveller if you
update their calendar/
diary directly with all
travel details/ times/
reminders for their trip.

INSIDE TIP
eTickets are
always advisable
as it means
carrying less
paperwork but
make sure that
online “check-in”
is done in sufficient
time.

18

guide

4
while they
are there
case study:
every second counts
If your boss has a habit of calling you from abroad
without thinking what time it might be, try putting UK time
in brackets by the side of the local time on his itinerary.
With luck, he’ll realise that it’s 3 o’clock in the morning in
UK - despite the bright sunshine outside his Sydney hotel
– and he’ll wait until a more civilised time to call you!
19
PA Club member

Transportation Recreation
As well as getting to and from Where possible, business trips
their destination it’s important should include some leisure time
to consider how the business so speak to the local tourist board
traveller will get around during for things to see and do and local
the trip so make sure you include places of interest.
contact details for taxi firms,
Itinerary
chauffeurs, train timetables, station
To ensure a trip is as productive
locations and car hire centres.
as possible, devise an itinerary in
If the traveller has advance.
decided to make their INSIDE TIP By outlining the schedule
own way by car which Contact the of meetings, conferences
has a sat-nav, remember reception staff
at your booked and exhibitions you can
to programme all
accommodation ensure meeting times
the postcodes and and use them as a do not conflict and
addresses of places the resource. travel time has been
traveller is likely to visit.
They can provide considered.
Tell the traveller about you with all sorts of
useful information Where possible it may
car parking details and
about the local be useful to group
charges so they have area. meetings together in one
enough change to pay.
location so that travel
In the UK, NCP.co.uk
does not have to be
will help you find car parking
considered.
details for local areas and
kabbee.com is great for helping If the company is exhibiting at a
to find and compare taxi firms in conference or trade show, make
London. sure you include information on
set-up and preparation times as
Local area well as a delegate timetable for the
When travelling to a new event.
destination it’s useful to
Once you’ve outlined the
know a little about the
INSIDE TIP events, you’ll be able to
local area in order to Search to see if see gaps in the schedule
make the most of the there’s an app and consider how the
trip. for the local area
which could help traveller can make the
Supply the traveller provide up to date most of their free time.
with maps and contact information on the
move.
For example, there may
details for local business
be useful networking
centres and hotels
events they could attend
that offer meeting
or they could meet
facilities and suitable
clients, associates and
restaurants for corporate
potential customers
entertainment.
based in the local area.
20

guide

5
travelling
abroad:
checklist
As travelling abroad on business
case gives you a whole list of other things
study: to remember, we thought it would
be useful to break it down into
the basics a quick and easy checklist to
count make sure the traveller is well
prepared before they set off.
I always give my boss a complete
itinerary including journey times
from one meeting to the other. I
also enclose a map with the hotel
highlighted on it, the venues for her
meetings, plus the British Embassy
or consulate – just in case. I also
enclose a list of the best restaurants
and some good shops in case she
has time for present-buying for her
children. I get great tips from
other PA Club members –
and it makes me look The basics
good in my boss’s eyes! ✓ Flight booked
PA Club member
✓Accommodation
booked

✓ Transfers or car
hire arranged
21

Travel essentials

✓power converters
International

Sun tan lotion,
✓ sunglasses
(if hot country)
Before they go
Purchase travel
✓ Ear plugs
✓ insurance to First aid kit with
malaria
cover trip
✓ or indigenous
Check the disease tablets
passport is valid if required
for the duration
of the trip. Some ✓ Phone charger
✓ countries require
it to be within six
months of the
expiry date.
Travel
Research call documents
charges – it
may be worth
purchasing an
✓ travel insurance
Copy of the

✓
overseas SIM
card - and make
✓Passport (in date)
sure data roaming Check-in
is switched off to documents or
avoid unexpected ✓ boarding passes
charges if checked-in
online in advance
Are any
✓ vaccinations ✓ Details of flights
required? Details and
✓Purchase currency ✓
address of
accommodation
and booking
confirmation
Details and
✓ contact number
for the transfer or
car hire company

22

guide

best

accommodation
websites

{
really
useful SACO Serviced Apartments
Offering access to over 12,000
serviced apartments across the
UK and worldwide.
www.sacoapartments.com

Booking.com and HRS.com
Both of these offer a range of
hotels, serviced apartments and
B&Bs in all sorts of locations.
www.booking.com
www.hrs.com

Tripadvisor
Great for getting those insider
tips on accommodation before
you book.
www.tripadvisor.co.uk
23

best travel best travel
websites mobile apps

{

{
National Rail
Generally provides platform
information before it is announced at
the station, giving you time to find a
Skyscanner seat before the stampede!
Provides unbiased options,
directly links up with many XE Currency
airlines and offers a broad range Very useful tool for converting
of leading travel agent fares. money from all over the world.

www.skyscanner.net oMaps
Though most phones have a
built-in maps application, it
All your train
travel needs
wrapped up
in one
often requires 3G connections
to function properly.
The Train Line and So, if you happen to be out of the
Red Spotted Hanky country and roaming can be very
Both of these give you access expensive, oMaps allows owners
to huge savings on rail travel to download maps of destinations
with accurate timetable updates. ahead of time, then browse through
Red Spotted Hanky also awards them on the phone without the use
loyalty points on bookings made of 3G or a connection to the internet.
through their site.
Google Translate
www.thetrainline.com Google Translate allows you to
translate text between 57 languages.
www.redspottedhanky.com
TripIt
This clever service does a
lot of the hard work for you;
just by forwarding booking
Car rentals confirmations it will turn all
This is a useful site for comparing your flight, hotel and rental
lots of different car hire bookings into simple mobile
companies. Once you have found travel itineraries.
the cheapest, it is then worth Tube map
going direct as lots of car hire Being able to navigate your
companies offer loyalty points. way around the capital is crucial
www.carrentals.co.uk for anyone visiting London.
24

guide

my notes

25

SACO Bristol Broad Quay

get more
10% off Reader
As a reader of this guide, SACO would like to offer offer
you 10% off your first booking in any SACO managed
location. To qualify for this discount please mention
code: GUIDE1A.
To take advantage of this reader offer please
call us on 0845 122 0405 or e-mail
reservations@sacoapartments.com www.sacoapartments.com

This guide is brought to you guide is brought to you by SACO Serviced
This by SACO Serviced Apartments
with thanks to the PA Club for theirwith thanks to the PA Club for their
Apartments contribution.

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The Essential Bookers Guide to Business Travel

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