These days, when Art Ginolfi travels for business, he's mindful of every penny. "The company is very tight with its budget," says the vice president of sales at Omega World Travel, a Fairfax, Virginia–based travel agency specializing in government contracting. "We don't stay at the Hilton or Marriott anymore." Ginolfi's scaled-down hotel experience is not unlike that of other salespeople traveling in this difficult economic climate. In fact, as most companies struggle to cut costs, the effects of such prudence are trickling down to everything from the pillows reps lay their heads on at night to their morning cups of coffee.

New, creative approaches to business travel are keeping salespeople out where they need to be. But the name of the game now is thrift, and companies have made it a priority to approach business travel in the most economical way possible. According to a recent survey from the National Business Travel Association, nearly 75 percent of travel managers believe good corporate financial health is necessary before business travel can rebound.

Still, there are some signs of an uptick: While in June, about 58 percent of travel managers reported a decrease in travel spending compared to the same time last year, 31 percent said their travel spending increased. In addition, 40 percent of respondents said they expect more hotel bookings for 2003 than 2002.

Ultimately, of course, salespeople need to be on the road. But there are ways to make travel as economical and comfortable as possible. In the following pages, we'll present tips, tricks, and advice on the most important aspects of business travel: packing and preparing for your trip; useful technologies and informative Web sites; and ways to keep costs down.

And check our Web site (www.salesandmarketing.com/extras) for ways to safeguard yourself and your belongings while on the road.

Prepare Like a Pro


It happens to the best road warriors — you think you've packed too much, only to leave what you really need at home. Preparing for a trip is a science no one has perfected yet, even with the amount of business travel most salespeople have to do. "You're so busy trying to plan your business that packing is the last thing on your mind," says Anne McAlpin, author of Pack It Up: Traveling Smart & Safe in Today's World. "So you pack too much of the wrong thing." Nonetheless, many managers have come up with their own methods for remembering the essentials.

"I do this technique that's pretty different," says Lee Salz, vice president of sales and marketing at EHP, a Bethesda, Maryland–based provider of human-resource services. "I start from my feet and move my way up. I say 'shoes,' out loud, then 'check.' 'Pants, check,' and so on." Kevin Burroughs, a marketing and sales manager at Atlanta-based industrial equipment provider Orton Industries, uses another verbal-checklist method: "I use a voice recorder, or I don't remember anything," he says.

There are, though, a few things managers seem to agree make traveling easier. One is using airport kiosks that print boarding passes to avoid long lines at the counter; another is limiting luggage to a carry-on. "For business, I try to keep it to one bag — I say no to baggage claim," says Keith Fox, director of sales and marketing for TeamStaff, a human-resource management company in Boca Raton, Florida. What are considered traveling essentials, however, is another issue. "Toothbrush, contacts, hairbrush, pantyhose, and a bottle of brandy in a small flask," says Marilyn Shepard, who has traveled for business as many as 43 days as a public relations and regional sales manager for RS Technical Services, a Petaluma, California–based manufacturer of pipeline-inspection systems. "Many people don't realize this, but other businesspeople take this along and won't admit it."

—Julia Chang and Marissa Beck

On-the-Go Gear

Laptop bags count as carry-on luggage, so consider investing in a tote that holds your computer and has room for lots more, like this Travelpro Platinum 3 Rolling Tote. Available in retail outlets for about $250. www.travelpro.com

Travel-friendly toiletries can prevent leakage or tedious refilling of small bottles. Try single-use sizes, like these packets from Get Fresh On the Road Travel Necessities, which offers packs of items like shampoo, lotion, or even makeup remover. Buy a three-pack for about $4.50. www.getfresh.net Or try daily-use soap bars from designobject to prevent having to repack half-used soap. A three-pack costs $24. www.designobject.com

If you're feeling less-than-fresh on the airplane ride, Prescriptives makes toiletries specifically for in-flight purposes. The $35 Super Flight Cream and $20 Flight Mist Refresher were made with travel-weary skin in mind. www.gloss.com

Heavier security means repeated fishing in your wallet for your identification. Identification holders worn around your neck, like this one from Magellan's, offer easy access to your photo ID, passport, boarding pass, or other important documents. If you don't feel like shelling out money for one, travel expert Anne McAlpin suggests recycling old trade show badges. www.magellans.com

Need some help with an overstuffed suitcase? Compression bags are a traveler's best-kept secret, McAlpin says. They are plastic packing bags that flatten as you roll the air out of them, creating 75 to 80 percent more space. These Eagle Creek Pack-It Compressor bags range from about $10 to $18, depending on size. www.eaglecreek.com

Does the mere thought of preparing for a trip make you want to run for cover? Anne McAlpin, author of Pack It Up: Traveling Smart & Safe in Today's World, offers 10 tips to make it bearable:

››Ship business materials to your hotel to avoid extra baggage — and to keep important documents from getting lost in baggage claim.

››Always keep photocopies of your passport, credit cards, and important documents in case they are stolen, and make sure someone at home has copies as well.

››Wear shoes that easily slip on and off, such as loafers (as well as fresh socks), to ease your way through security checkpoints.

››String necklaces through straws and keep them in a toothbrush holder to prevent them from tangling. A mini-tackle box, empty lipstick container, film canister, or pill bottle are good for holding earrings.

››Dry-cleaning bags are great for packing sportscoats or dresses, but make sure they don't have advertisements on them — the ink may rub off on clothing.

››Consider packing an outfit in your carry-on in case your luggage gets delayed. Also, always keep essentials and valuables — such as your film, camera, laptop, or medication — in your carry-on.

››Resealable plastic bags can be a packer's best friend. They are great for holding laundry, protecting against leakage from toiletries, and holding in-flight snacks. Label your plastic bags for easy identification.

››Unwieldy folded maps can be frustrating on a car trip. Instead, highlight the route you need, cut out that area from the map, and place in a plastic sleeve for easy accessibility.

››Consider using bags with a single packing space, instead of those with layers of pockets, because they are easier for attendants to screen via X-rays or hand checks.

››Packing dryer sheets inside baggage not only helps prevent static cling, it keeps clothes and luggage smelling fresh.