How to optimise your travel budget

Transcription

1 How to optimise your travel budget Whether you re a business traveller yourself, or you need to organise bookings for others, you ll need to keep up with demand management and data analysis to make sure you re getting the most from your travel budget. Here are some tips from the experts at ATPI E-Guide

2 2 1. Plan ahead The earlier you book your trip, the better fares or rates you and your travel management company (TMC) can get. Your travel consultant may also be able to hold options for you, then check nearer to your departure date for even cheaper rates.

3 3 2. Share your knowledge Your travel management consultant has inside knowledge of the travel business that they can share with you You can also help them by sharing your knowledge especially if you travel to certain places frequently and know the best places to stay to save time and money Make sure everyone s in the loop travellers, your company, and your TMC account manager.

4 4 3. Flex your dates If you re flexible about the dates and times of your booking, you can open up more options that could save you money. If you can plan your meeting around your travel, you ll have access to many more travel options than if your dates are set in stone. How ATPI can help: Key contacts As a long established TMC, we have built strong relationships with suppliers. These key relationships enable us to offer you a more efficient and responsive service. Flexible payment options A range of payment options can help you work more flexibly. We can also help you track your travel spend accurately and efficiently, reducing your admin costs.

5 5 4. Consolidate your spending By keeping information about your travel spend all in one place, including reports on the different methods of transport used, you can easily review what you ve spent and identify areas where you can make savings. How ATPI can help: Expertise in the travel industry We can often reduce the price of a trip by splitting tickets or using other creative fare techniques. If you share your future travel plans with us, we can also help you combine long-haul and short-haul trips for overall savings. Follow-up and support If something goes wrong like a cancelled flight or a problem with your hotel booking we ll be there to support you. ATPI offers an in-house 24/7 service, to ensure we meet your travel needs day and night.

6 6 5. Keep traveller profiles updated The key lies in the traveller s online profile, which stores basic data and more advanced preferences such as favourite airlines or hotel chains. Keeping these details up to date will save you and your TMC lots of time when booking travel.

7 7 6. Get it all in one place Flights, hotels, car rental, visas, leisure travel a good travel management company can help you manage your travel requirements all in one place, saving you time, money and giving you access to improved reporting. TIP: Online booking sites can be complicated, especially for multi-sector journeys, and they don t always offer the best options. Always compare with your travel management consultant before you book online.

8 8 7. Rail travel tips Group fares If there are 10 travellers or more, you can often get group discounts with rail providers. Book in advance Advance bookings can help you make further savings. But if this isn t possible, you can collect tickets from the station on the day of departure. Compare your carbon footprint A good TMC can offer you reports to compare the carbon cost of different types of travel for example comparing a plane journey with a rail trip.

9 9 8. Car hire tips Rate Check what the rate includes, as you could end up paying for things you don t actually use, like satellite navigation or extra mileage. Fuel It s always cheaper to re-fuel the car before you return it. Check the terms and conditions to see what you ll pay as your TMC should have negotiated rates with all major car rental companies.

10 10 9. Hotel tips Want to know more? Negotiated rates Use your company s negotiated rates whenever possible. There s often a target set, and working towards it will help with future negotiations by consolidating your buying power. For examples of case studies and more how-to guides, visit the ATPI Knowledge Hub. Total cost Make sure you re taking the total cost of a hotel room into account, including additional benefits like WiFi and breakfast. Don t forget to factor in the travel costs of getting to your chosen hotel. See if you can flex your dates Most hotel rates offer a lot of flexibility, so check the terms and conditions when booking, and make sure you book early to get the lower rates.

11 ATPI is among the world s leading travel management companies. Our dynamic and innovative approach to savings and service has earned us one of the highest client retention rates in the industry. With over 100 offices worldwide, the company has successful operations in corporate travel, corporate event management, online travel technology and specialist travel management for a number of key industries. Published: 06.13