How to Save Money on Business Travel

HOW TO SAVE MONEY ON BUSINESS TRAVEL

Louisa Livingston, Business Travel Consultant at UK Travel Agent of the Year, Barrhead Travel

Trying to organise your own business travel can be a false economy - your time is valuable and can probably be better utilised in your own field. Business travel agents are very experienced in finding the best deal in the travel arena, so if your job requires regular travel, it will save you both time and money to use a reputable agent.

Agents have the technology required to quickly compare all suitable fares and carriers, including no frills airlines. The time it would take to search all the no frills carriers as well as airlines such as British Airways and KLM would be a huge amount of work for those out with the travel business, but not for agents.

Business Travel agents and travel management centres can also provide their customers with online booking tool solutions, where they have the option of self booking, or simply checking flights and costs before passing the actual reservation onto their agent. The fees charged by the agent are reduced to reflect this. It's easy to get carried away and waste a lot of time checking prices yourself online, but with a good online tool and the travel agent's expertise, you can get the job done quickly and get back to doing what you do best.

Travel agents have huge bargaining power with travel suppliers, so there are potentially savings to be had through the deals they can strike due to their buying in bulk, resulting in negotiated lower fares and rates.

It's easy to assume that low cost carriers are always cheaper, but it's not always the case, particularly if you are booking close to your departure date, so it makes sense to check prices against scheduled airlines as well. And obstacles such as getting to and from inconvenient airports should be taken into account as well, along with the price of buying food and drink as opposed to full service carriers.

Book early wherever possible, to take advantage of the best prices in most areas of travel. If there's a chance you may have to cancel or change, weigh up whether the cancellation fees are worth paying rather than taking the chance of a higher fare nearer the departure date. It sounds simple, but it's amazing how many people don't read the small print regarding a hotel or airline's cancellation policy, before they buy. You may have to pay out a large amount because the booking is non changeable and non refundable.

Consider overnight flights, which will save on the cost of accommodation. Again, you'll have to weigh up whether you would rather be refreshed after a night in a hotel, or save money by travelling instead. Or take early flights out and late flights back wherever possible – that way, on a 2 day trip, you'll save on a night's accommodation cost.

Wherever possible, schedule meetings during off peak times – you'll generally benefit from cheaper travel prices and accommodation. Conference rooms, for example, will be cheaper when the schools are on holiday.

Taxis can be very expensive, especially from airports, so try to use rail services instead. Many cities have excellent airport rail connections into the centre of town, representing savings on the standard taxi fare. These include Amsterdam, Oslo, Paris Charles de Gaulle, Hong Kong and Tokyo. Alternatively, use local taxi companies, rather than expensive airport ones. The company you are visiting may have a reputable one they can put you in touch with. Some airlines, such as Emirates, offer free chauffeur cars to and from the airport if you are travelling in Business or First class, so check what you're entitled to before you commit to a carrier.

Take into account that car hire runs in 24 hour blocks, so make sure you return the car in plenty of time, as dropping the car off just an hour later can result in another day's cost, adding a hefty whack to your bill. And fill up the car before returning it – car rental companies generally charge a huge premium if you don't.

Earn points when you travel by joining airline, hotel and car hire loyalty schemes, and use these companies wherever possible to clock up miles quickly. Points can mean freebies such as upgrades or free travel that are very worthwhile.

Sometimes, it's actually cheaper to stay on the executive floor of a hotel, as the complimentary food and drink can outweigh the difference in room rate.

Fly via a European hub – you'll pay less because the airlines want to encourage you to use them so that they have the traffic to feed into their longhaul network. Direct flights generally cost more – for a few hours of extra travel time, you could save hundreds of pounds. Weigh up whether the extra time you would gain from flying direct outweighs the additional fare cost. Choose less obvious carriers who have to try harder to gain business, like Middle Eastern airlines who can have fabulous service and great prices, but might not be an obvious choice for a trip to the Far East or Australia.

For more info visit Barrhead Travel's specialist business travel website, www.businesstravelsolutions.com