With so many options and choices available, booking business travel can be a complicated process if you?re trying to ensure you get the best deal. Peter Browne offers some pointers on helping to keep costs down
Do you remember when booking travel was easy? When there was only one flight on the route you wanted and the hotel was never full? No, of course you don?t. Booking business travel has never been straightforward. There is always another option, another fare and another place to stay.
Now the internet has made things even more difficult, throwing up countless options to explore before you can rest knowing that your boss won?t be complaining he or she is sitting next to somebody who paid a whole lot less for the same flight. There is no denying it, travel is a complicated business, but there are some general pointers that can help make the whole booking process a little easier and save you money to boot.
Most of these points below can be easily implemented by any PA, but if you feel you need additional support then speak to a professional travel management company, (TMC) which can help simplify the process and control your company?s costs.
Book in advance
While not always possible due to last-minute schedule changes, there can be no doubt that the earlier you book your business travel the better chance you have of lowering costs.
Be flexible
Are the meetings unlikely to change? Restricted fares with no flexibility are pretty much always cheaper than their unrestricted counterparts. Alternatively, some fares offer limited changes for a low fee ? these are often cheaper than flexible tickets but are non-refundable, so book wisely.
Share and share alike
Did you know that thousands of British Airways flights are not actually on British Airways aircraft? Airlines codeshare their flights with other carriers in order to expand their own network. While this gives you more options, it also introduces a new complication. Each airline sets its own fare, meaning that you could pay more for the same seat on the same flight, depending on which airline you use.
Know what you?re paying for
If you are comparing fares, double check exactly what the fare includes. Some airlines will bundle in a whole host of extras such as baggage fees and priority boarding ? don?t pay for extras that your executive won?t actually use.
Plan your trips
If you are travelling regularly to a particular destination then look at combining trips. TMCs call this pre-trip planning and it can result in huge savings.
Don?t assume online is always cheaper
There are numerous different fare types and classes for every flight and not all of them are available online. Also, many online travel sites do not show live fares but rather will display an older cached cost that may no longer be available. A good TMC will ensure you always get the best prices for flights and hotels, regardless of how they are booked.
Become a frequent flyer
Most airlines and hotel groups will offer a loyalty reward programme. Bonuses can include free flights, rooms and upgrades. Companies too can benefit every time an employee travels, so ask your TMC how they manage your programme to make sure you don?t miss out.
Make a deal
If you travel frequently to the same destination or on the same airline then you may be able to negotiate a discount with the airline or hotel. Don?t worry if you do not qualify for a deal in your own right, as your TMC should have their own set-up that you can then access.
Peter Browne is head of marketing at CTI, one of the top 15 TMCs in the UK, with a turnover in excess of ?100 million. The company can provide both a full travel management solution and a bespoke service, while its individual divisions offer flights, hotels, meetings and events, as well as rail journeys. Find out more at cti.co.uk
