August 5, 2010

Traveling for business is often seen as a high-budget perk to the job… for everybody except the business owner, that is. Despite tax deductibility of most business travel expenses, it pays to be judicious about how you spend your money on business trips. Here are some hotel and car rental hacks that will keep your team traveling in the lap of luxury without the associated price tag.

1. Getting to the Hotel

Instead of hopping in a cab (or series of cabs, depending on the size of your entourage) at the airport, explore some of the other options to get to your hotel. First and foremost, ask your hotel if they have a courtesy shuttle service; some indeed provide this benefit but don't advertise it. If they don't have a shuttle service, they can usually recommend a good alternative, and sometimes will either make the arrangements for you, or give you a discount code for a preferred supplier.

Failing that, there are a number of shuttle services that can get you to your destination economically and in comfort. A quick online search will usually provide a number of solutions.

2. Location, Location, Location

Where you stay is largely dependent on what you have to do (and where) on the trip. Staying in a central location in town (near a conference center, for example) comes with the highest price tag, but also saves the time and cost of transportation to and from the venue.

If you must drive to your venue, compare the cost of renting a car and parking it, to the cost of taking taxis. After all is said and done, there isn't always a clear answer as to which option is cheaper.

If you can, try to book your accommodation close to public transportation (assuming it's plentiful in the city you are visiting). Getting a week-long pass for the buses and trains will be far cheaper than the alternative, and may also give you and your employees some additional leeway for personal travel as well.

3. Hotel Internet

Before you connect to the in-room internet service (which often comes with a fee), inquire about common-area WiFi and internet services. Some places will quietly offer free WiFi in the lobby or business center (and/or internet-enabled computers for guest use), but charge exorbitantly for in-room internet use.

4. Hotel Breakfast

Eating breakfast at the hotel is convenient, but can be costly. Obviously take advantage if it's free of charge, but think twice about lining up for the (often mediocre) buffet if it's not, since it's often overpriced. Becoming a “temporary regular” at the coffee shop down the street can sometimes be even more rewarding — financially and otherwise.

5. Consider Car Sharing

Instead of renting a car, look into car sharing as a possibility. If you already belong to a corporate car sharing program in your home town, this option is even easier on the road.

6. Ask for Discounts

When reserving both your accommodation and possible car rental or car sharing program, ask if they have any corporate discount programs available. Even if your group is small, there could be a loyalty program just right for you.

7. Ask for Upgrades!

If you need to rent a car, reserve the lowest cost option. When picking the car up, ask if they have any complimentary upgrades or free corporate incentives available. You'd be surprised at what they'll offer!

The same applies to your accommodation as well. You never know what you can get by simply asking for a free upgrade. This is true especially if you are a larger group, as they could be vying for your repeat business and eager to create a regular customer out of you.

Don't be afraid to get creative with your requests if they're not immediately forthcoming with options; maybe the hotel can't upgrade your room, but will be happy to give you complimentary or discounted breakfasts.

8. Business Meetings and Meals

Try to take that business meeting or group outing over lunch instead of dinner. This way you'll save money on the price hike that restaurants enjoy levying at dinnertime. Employees might also appreciate some down-time in the evenings to explore on their own and eat where they like.

For more information on ways to save money and travel for business more effectively, check out these articles on Open Forum:

14 Travel Hacks and Airfare Saving Tips for Businesses

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Join the conversation ( 3 )

• ROSALIE KRAMM 1 year 9 months and 14 days ago

  

  Traveling for business, public transit is the best value, but if you need to get to a meeting at a location not easy to get to with public transit, we have found it to be good value to rent a car for the day rather than have a car the whole trip and deal with parking costs/daily rates.

• Nora Dunn 1 year 9 months and 15 days ago

  

  I hear you - parking in busy city centers is no fun, for the pocket book or the stress levels. If public transportation won't cut it, I highly suggest a car sharing program, since they have cars strategically parked in convenient locations around many cities, and can negate the hassles (and cost) of parking.

• Thursday Bram 1 year 9 months and 17 days ago

  

  I've found that parking is, by far, always the deciding factor when I rent a car. The cost of parking in some cities is high enough by itself to justify taking a taxi everywhere, let alone exploring public transportation or other inexpensive options. Don't forget the hassle of feeding a meter if you can only find on the street parking.