9 Travel Planning Tips for Your Next Corporate Event (1)

Whenever you travel to a corporate event, it’s easy for things to fall through the cracks. Whether you need ground transportation services or a streamlined flight, consider these nine tips for corporate travel planning.

1. Create a Corporate Travel Planning Checklist

Making a checklist is the most fundamental step in preparing for a corporate event. Your checklist should include at least three categories.

Business List

If your company has specific travel requirements, make sure you review them. Common business travel requirements include where or how to book your trip, who must approve the trip, and procedures for receipts, expenditures, and reimbursement.

Event List

If you need anything specific for your business event, include it in your packing list. The most common event considerations include any notes or technology for your presentation, your event pass, and a downloaded itinerary and map of the building or city hosting the event.

Travel List

Your travel checklist is indispensable. Don’t forget to include the following:

  • Important documents like your license and passport
  • Prescription medications
  • Chargers for your phone and computer
  • Earplugs or headphones and a sleep mask

2. Have a Go Bag Ready at All times

If you travel a lot, you can have a bag that’s always packed and ready to go at a moment’s notice. The bag should include dedicated business clothes and other essentials like toiletries and backup chargers for your electronics.

If you only have to add a few items when you travel, you can ensure you never leave behind anything important and can travel at a moment’s notice.

3. Avoid Extraneous Items

The key to corporate travel planning is only to pack essentials. You might feel tempted to pack those three books you’ve half finished, but remember that every item takes up space, and you’ll likely fill your time with the event schedule and networking.

One excellent way to help avoid packing superfluous items is to restrict your luggage to a carry-on bag. The limited space means you’ll have less to carry and won’t have to pay for checked baggage.

4. Stay Healthy

No one enjoys being sick while they travel, and it’s even worse when you miss an important business function or get your coworkers sick. To plan for your trip, increase your healthy food and drink intake. Avoid interacting with sick people, and wear a mask.

5. Pack the Best Technology

The right technology can make or break your trip. In addition to your cellphone and laptop, consider whether the following may be essential:

6. Streamline the Security Check Process

Pack smart to pass through the security check quickly. Keep your bag of liquids right on top of your suitcase. Ensure your electronics are easily accessible to remove them quickly. Also, frequent travelers will tell you to wear slip-on shoes that don’t require tying.

Do you want to find the fastest security line? You can ask the TSA agent which line moves fastest or choose the one with the most single males and a noticeable absence of couples and families.

7. Minimize Jet Lag

Jet lag can ruin your trip, especially if you’re only gone for a couple of days. For international trips, book a red-eye so you can sleep on the plane. Drink plenty of water in the days leading to your drip and stay hydrated on the plane.

No matter how tired you are, don’t take a nap when you arrive. Stay awake until it’s dark.

8. Utilize Flying Programs & Air Charters

Frequent flyer programs save employers money and speed up your security checks. They also give you access to the airport lounge and priority or comfortable seating. These programs are the best way to prioritize comfort throughout your travel experience.

Utilizing air charters for corporate event travel can also make sense for your company due to several reasons. Firstly, it offers flexibility in scheduling, allowing you to customize departure times and travel directly to your event location. Secondly, air charters provide privacy and comfort, allowing for productive meetings or relaxation during the flight. Lastly, by avoiding commercial airports and their associated hassles, air charters can save valuable time and enhance the overall efficiency of your corporate travel experience.

9. Streamline Your Travel and Check-ins

If you want the quickest travel, avoid layovers and check in early to your flight and hotel. Check with your company to see whether you can switch your travel dates.

Traveling on a Tuesday or Wednesday often means a better choice of more affordable flights. Even if it extends your stay, your employer may be willing to accommodate if it means cheaper flights.

Contact Vitesse for the Best Corporate Event Travel

With flexible modes of transportation and the best customer service in the business, Vitesse Worldwide provides numerous ways to benefit from corporate transportation. Whether traveling by air or ground, contact us for all your corporate travel planning needs.

Call us at 800-637-3373 or apply for a quote online today.


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Chief Financial Officer

Csilla Stekler has served as Vitesse Worldwide’ s Chief Financial Officer for nearly ten years. In this capacity, she manages the financial strategy and operations of the company – including management of the Accounting Department, budgeting procedures ,and all financial reporting. Csilla also oversees all contract negotiations and vendor relationships for Vitesse Worldwide.

Prior to joining Vitesse Worldwide, Csilla worked as tax accountant. She has extensive knowledge in financial planning and analysis and market trends. Csilla holds a Bachelor’s Degree from an accredited international university, as well as her MBA from the University of Bridgeport. In 2015, she was nominated as CFO of the Year in Fairfield County.