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Top tips on how to plan your business trip

by Media Xpose

In today’s digital world, we can communicate across different time zones at a moment’s notice, but when it comes to brokering a big deal or fostering solid, long-lasting business relationships, nothing beats face-to-face interaction. Corporate travel is still so vital but it’s equally important to prepare thoroughly.

As a business traveller, your success on the road is directly connected to the planning and preparation of the trip. This requires careful consideration, clever planning and a detailed business trip plan.
There are many variables to keep top of mind, details to comb through, reservations to create and schedules to align. 

When you arrive at your destination relaxed and well-prepared, you’re better equipped to make a good impression and focus on the purpose of your meeting. Preparation lets your mind focus on the here and now, making sure you stay on the ball in that all-important meeting. 

But even after all that is done, you still have to contend with the possibility of the unexpected whilst you’re on the move.

Follow these steps for a successful business trip

If you’d like to fine-tune how you get ready for your next excursion, follow these essential tips to help you plan your next business trip and keep you as productive and stress-free as possible:

  1. Familiarise yourself with your company’s corporate policy: you’re making travel arrangements for a business trip, not planning a personal or a short break, so being compliant with your company policy is essential.
  2. Determine your budget: as part of planning your trip, this will help you make decisions on travel, accommodation and other expenses.
  3. Book your travel: think about the journey door-to-door, balancing travel times against cost and convenience. Use multiple sources and different comparison sites, researching the best deals. Factor in the time it takes to fill out paperwork at the vehicle hire company too.
  4. Research your destination: when choosing accommodation, consider the location close to your meeting venue to minimize travel time and expenses. Ideally, you want to minimise travel and time expenses so booking a hotel that’s nearby rather than be swayed by a more luxurious option that may be a stressful 45-minutes away. And as a business traveler you’re likely to want free Wi-Fi, 24-hour room service, plenty of power points for charging your devices and a hotel that has a generator.
  5. Plan your transportation: plan how you will get from the airport to your accommodation, and to your meeting venue. Renting a car takes extra time vs an Uber.
  6. Create an itinerary: this is your blueprint for a successful business trip. Use it to stay in control of every detail – from transport times and the names of those you’re meeting, to your travel reservations and hotel address. Plan out your schedule and prioritize your tasks, so you can stay on track and accomplish your goals during your trip. Be sure to allow yourself extra time on your itinerary for relaxing, meetings that have been delayed or overrun, and busy traffic.
  7. Pack efficiently: pack only the essentials, and ensure that your luggage meets the airline’s requirements for size and weight.
  8. Remember your travel documents: bring all the necessary documents, such as your passport, proof of airline ticket and business cards. Hours of careful preparation and research will all be wasted if you forget these vital travel documents. Keep digital copies of all these documents on your phone in case you lose them.
  9. Stay organized: keep all your travel documents and itinerary organized in one place, in an electronic file or folder.
  10. Stay connected: it’ll make your travel time really count. Remember to pack the relevant chargers, adapters and power banks too. 
  11. Take care of yourself: finally, prioritize your health and well-being during your trip. Get enough sleep, stay hydrated, and take breaks as needed to ensure you can perform at your best.


Share an instance with us when something horribly wrong happened during your business trip. The best submission will WIN a 2-night weekend at any of our 24 Premier Hotels & Resorts in South Africa.

Email David at david.s@premierhotels.co.za


  1. Get 20% off at any of our 24 Hotels & Resorts In South Africa
  2. Book 2 nights and receive a R400 voucher, 4 nights to receive a R800 voucher, 7 nights to receive a R1200 voucher to use during your vacation.

For more information, visit www.premierhotels.co.za or email info@premierhotels.co.za

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