Preparing for the trip

Preparing for business travel can be stressful. The flight is booked (but your seat is right next to the bathroom), you had to sit on your bag to shut it properly, and you’re 100% sure you’ve forgotten something. When you plan ahead, you’re not just avoiding stress — you’re setting yourself up for success.
So let's imagine the perfect start to your trip: You’ve already secured the best flight (no layovers 🎉), packed light and organized, and even double-checked your list of essentials. You’re not just another frazzled traveler running through the airport; you’re a savvy professional ready to hit the ground running. By getting your ducks in a row early, you turn the hectic chaos into your own personal power move. And when you step out the door the day of your trip, you’ll be feeling like you’ve already won the first round of business travel.
1. Book early for better deals
Booking flights and hotels far in advance not only saves money but also gives you more options for seating and accommodations. Choosing direct flights can save time and reduce the chances of delays.
2. Stick to carry-on luggage
When flying, avoid checked luggage whenever possible. A carry-on saves you from long waits at baggage claim and eliminates the risk of lost bags. Pack light and invest in packing cubes to organize your essentials. Traveling light will also reduce your overall emissions - and make ground-transport a much more pleasant experience.
3. Use a travel checklist
Prepare a checklist covering essentials like toiletries, chargers, travel documents, and business materials. Having a go-to list reduces the chances of forgetting vital items. Are you booking for yourself or someone else? Then get our free travel checklist to make sure you cover all the essentials. Get the travel checklist here.
4. Duplicate your essentials
If you’re a frequent traveler, keep duplicates of toiletries, cables, and chargers permanently packed in your travel bag. This will simplify packing for any last-minute plans.
5. Get travel insurance
Life is full of unpredictability, and no one wants to get stranded without coverage for emergencies like flight cancellations or medical expenses. Travel insurance is an investment you’ll be glad you made.
Check in with your travel admin to learn about travel insurance and safety measures for travelers, to be familiar with your duty of care policies and features before you start your trip.
6. Prioritize a Comfortable Wardrobe
Pack wrinkle-resistant, business-casual clothes that allow you to shift from meetings to casual dinners effortlessly. Don’t forget a pair of comfortable shoes for long airport walks.
7. Have digital copies of important documents
Save scanned copies of your passport, ID, and itinerary on your phone and a cloud storage service. This safety measure helps in case your physical documents are lost.
8. Join loyalty programs
Sign up for airline and hotel reward programs—even for infrequent travel. Points add up quickly and could land you free upgrades, meals, or stays in the future. When booking, check with your travel admin if you have negotiated rates or loyalty programmes with airlines, hotel chains or car services. TMS systems like Goodwings enable you to add personal or company wide reward programs to your booking easily.
9. Pack healthy snacks and hydration aids
Airports and planes are notorious for unhealthy food options. Carry high-protein snacks and reusable water bottles to stay nourished and hydrated throughout your trip.
10. Research the destination
Learn about the local weather, culture, and business customs. This effort will help you pack appropriately and prepare for seamless interactions with clients and colleagues.
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