As a PA or EA managing corporate travel, you’re balancing complex itineraries, last-minute changes, and unique preferences for each executive. Every trip must be seamless — without a single hiccup — and this takes expertise, foresight, and a little help from a trusted travel advisor. Here, 1000 Mile Travel Group’s advisors share their expert tips for hassle-free corporate travel to help you navigate travel planning with ease, keep your executives happy, and stay organised through every stage of the journey.
Expert tips for hassle-free corporate travel:
Create a detailed traveller profile
A comprehensive traveller profile is the foundation for efficient travel management. Record details like passport information, airline loyalty memberships, seat and hotel preferences, dietary needs, and any other personal preferences. Having this information readily accessible ensures that booking is faster and that every trip feels tailored to the traveller’s exact needs.
Pro Tip: 1000 Mile Travel Group advisors recommend updating profiles regularly and incorporating feedback from past trips. Executives appreciate the added personalisation, like always booking the right kind of room or ensuring they have their preferred in-flight seat.
Leverage 24/7 support for smooth sailing in any time zone
One of the major benefits of working with a travel advisor is round-the-clock support. Whether there’s a last-minute flight delay or an unexpected hotel issue, you’ll want someone who can quickly resolve any situation — no matter the time zone.
Pro Tip: Look for an experienced travel advisor who can offer true 24/7 support. This gives you peace of mind that your travellers are covered and that any hiccups can be managed by a dedicated professional, allowing you to focus on other tasks.
Make use of advanced itinerary management tools
Effective itinerary management is critical when organising business trips. Many travel advisors provide access to digital itinerary tools that allow PAs and EAs to track flights, hotel reservations, and car bookings all in one place, making it easy to send real-time updates and changes to your travellers’ smartphones.
Pro Tip: A consolidated digital itinerary ensures you don’t miss any small details — like layover times, gate numbers, or directions to the hotel — and helps executives quickly find what they need, whenever they need it.
Optimise layovers for productivity or rest
Not every trip can be a direct flight, so making layovers productive can be a great way to turn downtime into an opportunity. Check if the airport offers lounge access, fast Wi-Fi, or amenities like quiet zones, showers or a spa. For longer layovers, some airports provide business centres, where executives can catch up on work or relax in privacy.
Pro Tip: At 1000 Mile Travel Group, advisors often recommend lounge memberships or single-use passes, which offer both comfort and productivity-enhancing spaces, turning layovers from a hassle into a productive pit stop.
Prepare for last-minute changes with flexible booking options
Corporate travel is rarely set in stone, and last-minute changes are common. Select flights, hotels, and car rentals with flexible cancellation or rebooking policies to help minimise fees and disruption. Your travel advisor can help you find options that allow for adjustments without significant penalties.
Pro Tip: Request that your travel advisor flag the most flexible options, so you can quickly adjust plans without impacting your budget or the traveller’s schedule. Advisors at 1000 Mile Travel Group specialise in managing sudden changes efficiently, so executives experience minimal disruption.
Prioritise well-being with thoughtful travel schedules
Frequent business travel is tiring, so it’s essential to balance productivity with comfort. Whenever possible, schedule flights that don’t compromise on sleep or disrupt the executive’s usual routine. It’s also wise to consider longer layovers for international travel to help adjust to time zones and reduce jet lag.
Pro Tip: 1000 Mile Travel Group’s advisors recommend building in extra time on arrival for executives to refresh at the hotel before meetings. This small step goes a long way in ensuring they’re prepared and at their best when it matters most.
Have a contingency plan for common travel hiccups
Even with the best planning, things can go wrong — flights are delayed, hotels get overbooked, or rental cars aren’t ready. Having a proactive plan for these scenarios makes a big difference, allowing you to respond calmly and efficiently.
Pro Tip: Consult with your travel advisor on backup options, such as alternative flights or hotels, to ensure you’re always prepared for the unexpected. 1000 Mile Travel Group advisors are skilled at managing these scenarios and can guide you through setting up contingency plans that meet your executive’s needs.
Keep records of past trips for streamlined future planning
An often-overlooked tip is to keep records of past itineraries, feedback, and travel preferences. This can be an invaluable resource when planning similar trips in the future, saving time and ensuring continuity in the level of service your executive expects.
Pro Tip: Advisors at 1000 Mile Travel Group recommend working with a travel management system that can store and organise these records. This not only saves time but also demonstrates a commitment to understanding and anticipating your executive’s preferences.
Making your travel work for you
Managing corporate travel may be challenging, but with the support of a knowledgeable travel advisor, it doesn’t have to be. At 1000 Mile Travel Group, our advisors bring years of experience and a commitment to helping PAs and EAs create seamless, productive trips for their executives. By following these expert tips, you can turn even the most complex travel arrangements into a smooth, stress-free experience.
With a trusted partner and the right strategies, you can take corporate travel from stressful to streamlined—giving you more time to focus on what matters most.
Let us go the extra mile — so your executives don’t have to.
Visit 1000 Mile Travel or reach out to Alex Locke, General Manager – UK, on alex.locke@1000miletravelgroup.com to discuss your travel needs today.
