How to properly organize a business trip

How to properly organize a business trip

In the mind of the layman, there is no difference between corporate travel agencies and travel companies. After all, at first glance, they are doing the same thing: they write out tickets, book hotels, and issue visas. But in fact, in this case, too, we are talking about fundamentally different businesses.

The purposes of tourist and business travel differ fundamentally. An individual client argues in the categories "beautiful - ugly", it is important for him to know what he will see in Thailand and what in Cyprus. But if the director of a representative office goes to New York to meet with the head of the company, he does not need options, because in this situation it does not matter at all whether it is beautiful there or not.

Tourist trips are made chaotically: having traveled once to Greece, on the next vacation a person will most likely choose Egypt or Spain. Unlike an individual traveler, a corporate client has a certain travel policy - a set of rules for organizing business trips of staff. Namely: how air tickets and hotels should be booked, who should authorize the booking, what class the employees can fly, in which rooms they should stay, and a number of other requirements. By concluding an agreement with a client, the travel agency assumes responsibility for compliance with the existing company regulations. Such control excludes a situation when a certain Ivanov orders himself tickets to the Canary Islands, book a room in a five-star hotel for a whole week, and then suddenly it turns out that he went there exclusively for personal purposes.

The second part of the services that the agency provides to its clients is travel analysis. The client receives detailed reports containing information about who and where flies, at what prices are purchased tickets, in which hotels people stay. You can see, for example, that the company spends half a million dollars annually on trips to Paris. At the same time, everyone flies as they want - now by one airline, then by another. By concluding a trilateral agreement with Aeroflot or Air France for corporate services, airlines with such budgets can provide discounts of up to 20 percent.

Other situations arise. Let's say a person bought tickets for $ 1000, while it was possible for $ 800, without compromising the quality of the trip at all - only by changing the departure time or purchasing a ticket with a fixed date instead of an open one (this is often not essential). Each time, the agency can offer the company its solution, although, of course, if the client insists on his own version, and the amount does not exceed the budget stipulated by the tgavel-policy, no one will object to him.

It is possible that the company will generally reduce the number of travel, comparing its costs with the effectiveness of travel. But in any case, the client receives from the agency a big picture that no one else will provide him with. In theory, companies can do this themselves. But again, this is a separate job, for which you may need to hire an additional employee.

Often, companies that spend hundreds of thousands or even millions of dollars a year on business trips do not have any tgavel policy. Often, after returning from business trips, employees go to their boss, sign his documents, put them in a daddy and put them on the shelf. But in this way only the illusion of control is created, because if these pieces of paper are not analyzed, it is impossible to draw conclusions.

Prestige or benefit?

Large Western companies operate according to clear corporate standards, which are discussed in great detail in an agreement with a travel agent. For example, someone prioritizes Marriott hotels. Accordingly, the employees of this company must settle in all countries, first of all, in the Marriott. Whether the employee himself likes this hotel is completely irrelevant in this case. The point is, if a company brings in a million dollars a year to Marriott, it can expect significant discounts. At hotels, a corporate client can save up to 50 percent of the budget, but again, much depends on the specific situation - on the city, season, the hotel itself.

In Russian companies, standards are most often not spelled out, so decisions are made by the employee himself, in terms of "want - don't want" or "like - don't like". As a result, if 200 people go on business trips 4-5 times during the year, it is quite difficult to control who stayed and where, how much money was spent, whether it exceeded the budget.

Tourism is the main source of income for many countries. Not all travel is about recreation and entertainment. Recently, business tourism has been developing more and more actively. It appeared in the 19th century, when trade relations began to develop rapidly after the emergence of communication routes between countries.

The essence of business tourism is to establish strong ties with foreign organizations and gain experience. Business travel accounts for about 25% of all travel. Due to the popularity of such travel, business travel has become a separate branch of the travel industry.

There is no exact list of countries that people visit for work purposes. But the absolute leaders in terms of the number of visits are:

  • USA ;
  • South America;
  • Asia;
  • European countries.

Russian companies often send their employees to China, Japan and Germany.

Travel times may occur during the high tourist season in the country. During such periods, airlines and hotels greatly increase prices for their services. A business trip will be expensive, but most of the costs should be borne by the organization, not the employee.

Business tourism - types of business travel

Business travel should be carefully planned. It is necessary to correctly compose both the work and the cultural part of the trip. Each type of business travel has its own nuances, which we will analyze further.


At exhibitions, businessmen learn about the latest innovations in their industry and make new acquaintances. To get to the exhibition on time without any problems, you need to prepare the necessary documents in advance:

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