Corporate travel has been gaining popularity for its benefits. You can improve employee relations, obtain new clients, set company objectives, and close business deals through them.
This type of travel is a combination of business and relaxation. In this way, more creative and productive workspaces are created. But for this to happen, no aspect of the trip should be left to chance.
Here are 10 points to keep in mind when organizing an ideal business trip for your company:
1- Set Objectives
This trip can be an expense or an investment for your company. The trip must have a defined objective. The organization of the trip will revolve around it. These are some of the reasons to organize a corporate trip:
- To make the company known in new business sectors and markets.
- Meet potential clients and negotiate personally.
- Renew contracts.
- To strengthen and establish relationships with business partners or other companies.
- Make some alliances with suppliers.
- To establish collaboration with organizations and create joint development plans.
- Hold meetings in the form of assemblies, steering committees, shareholder meetings, and approval of taxes or fees.
- Technical trips to review the operation of offices, analyze new work mechanisms, or inaugurate facilities.
- Incentive trips aimed at creating and strengthening interpersonal relationships among employees.
- To motivate the workgroup as a result of the fulfillment of goals or the execution of a project.
- For training reasons where employees receive some training for better performance.
- If you are looking for activities to reinforce work teams, you will plan a trip with many team-building dynamics. On the other hand, if your trip is based on making decisions for the company, you will exchange business meetings for recreational activities.
That is why the first point to organize your business trip should be to set your objectives.
2- Choose The Ideal Destination
This factor will vary according to the purpose of the trip. For example, if the trip is made to do business with a foreign company, perhaps the place is already defined.
If you still need to, consider different aspects of the place. The gastronomy, the existence of meeting rooms and spaces for meetings, the activities offered, the connectivity with airports or transportation services to move groups, etc.
The Caribbean hosts many companies looking to organize corporate trips. This is thanks to its all-inclusive hotels where large groups can stay and its ideal landscapes to relax and disconnect.
3- Find Out Prices For Large Groups
Many companies specialize in corporate travel. They prepare products or services with special rates for large groups. Even those that do not have these rates can request them as a reward for the number of clients you offer.
This way, you can optimize prices on flights, ground transportation, activity packs, corporate gifts, accommodations, restaurants, and everything that is part of the trip itinerary.
4- Know Your Guests And Their Needs
You must take care of all the details, so your guests enjoy the trip. To do this, you must take into account aspects such as:
- Special diets for employees.
- Accessible activities and places for employees with disabilities.
- Translator if a different language is spoken at the destination.
- Know if any of them have allergies of any kind.
All these aspects can be prevented with a survey of the employees before the trip.
5- Get Services Specializing in This Type of Travel
There are specialized companies to help you experience the ideal business trip. These are corporate travel management companies. If you leave the organization of the trip in their hands, you will surely have fewer worries, and there will be no flaws.
- Here are some of the things these travel management companies can help you with:
- Reducing costs.
- Time management is involved in travel arrangements.
- Create and manage travel itineraries.
- Finding suitable accommodations.
- Finding ways to transport guests.
When choosing the destination, you can find out about a company of this type that can help you with all these aspects. It can be a determining factor in your decision.
6- Book Everything In Advance
Undoubtedly, this will bring you several benefits. For example:
- You will get availability on everything you dream of for the trip.
- You will get cheaper prices for the same service that may be more expensive on another date.
- Booking in advance will give you peace of mind since you will surely have everything organized and paid for.
- You will be able to split the payments more affordable. Without running the risk of getting into debt.
In contrast to these points, some people look for last-minute offers. Although they indeed exist, there is a risk of not being able to get them. So you should also make hasty decisions and have the total money when you get the offers.
7- Corporate Gifts
If you want to make the business travel experience the most expected and desired by your employees, corporate gifts can help you.
There are companies dedicated to this type of product, which offer corporate gifts as an invitation to start living the trip. Gifts that will be useful while living the corporate travel experience and souvenirs to remember the place visited.
Correctly chosen corporate gifts are a way to show you as a quality company that cares and values its staff.
8- Organize Recreational Activities
If everything were to work, staying in your own country would be convenient. However, these trips should contain moments of leisure and fun. The type of activities will vary depending on where the trip takes place:
Beach
- In all Caribbean countries, you can enjoy beach days with multiple water activities:
- Snorkeling
- Scuba diving
- Surfing
- Paddle surfing
- Kayaking
Hotels that receive corporate groups, in many cases, have their private beach territory. This way, all the space for this type of activity will be only for your company.
Mountain
The mountain is a destination opposite the beach, but it is not left behind with a wide range of recreational activities to do:
- Rafting
- Horseback riding excursions
- Climbing
- Rappel
- Skiing
- Parachuting
- Mountain biking and cycling
Although not all people are encouraged to do these activities because of the feeling of vertigo, choosing the right one will allow you to observe wonderful landscapes.
City
If your trip was to advertise the company in a big city, perhaps the recreational activities are:
- Visits to museums
- Visits to restaurants
- Shopping malls
- Castles
- Historical places
This type of tourism is called urban tourism. Through these activities, the corporate tour members know the country’s culture, the innovations in services, and its technological advances.
9- Check Guests’ Documentation
It will be a shame if someone misses their trip because they do not have the proper documentation. Therefore, make sure that the participants of the trip have the following documents in force:
- National Identity Card.
- Passport and visas (for international travel).
- Vaccination records by the country.
- Prescriptions for medicines.
- Accreditation of the company where you work.
In some countries, the government requires business invitation letters with reasons for travel and the event duration. Remember to find out what is required by your destination.
10- Travel Insurance
Even if you plan everything and are attentive to details, you will not be free from the possibility of an incident occurring. Therefore, while the chances of a problem occurring with everything planned are slim, it is important always to have a plan of action.
To ensure that workers feel protected during business trips away from home, there are travel insurance policies. These serve to address and cover specific situations effectively. They operate 24 hours a day for the duration of your work assignment.
Conclusion
Organizing corporate business travel has several advantages. For example, you can establish alliances with other companies, gain clients, extend your business and production channels, and learn from other countries ways of working, including their technology and organizational system.
Although moving your company’s personnel to a national or international destination is not easy, it is a great opportunity for your company’s growth. So take into account these 10 points and organize the ideal corporate trip.