When you're traveling on business to a city you're not familiar with and you host clients, you face special challenges. The ideal situation would be to visit each business and city in advance, but that is rarely possible.
The next best plan is to read reviews on multiple sites and then contact each venue, hotel, or restaurant and speak with the management. If the people are friendly and courteous, they are more likely to provide quality service when you arrive.
With the availability of end-to-end internet connectivity, use your travel time to do additional research. Save directions and note travel times and plan your schedule in advance.
Spend a little time to get to know the area. Even if you are working for a large corporate client, companies and people in general appreciate it when you take the time to understand their local environment.
Book Meeting Spaces Well in Advance
Maximize your choice of meetings rooms by booking ahead. If you need meeting spaces in a hurry when there are not many available, try locating an incubator where several companies share office space. Incubator conference rooms and because most companies growing in them are very concerned about their private intellectual property, the rooms are normally private and free from active listening.
Evaluate Restaurants in Person When Possible
Before choosing a restaurant, ask clients whether they have any dietary restrictions or are vegetarian, vegan, or Kosher. If time allows, visit the restaurant in advance where clients will be meeting you. Review the menu, ask if they can meet any special needs you or your clients may have, and check to see if there is a meeting room or booths that are more conducive to doing business.
Travel writer Fiona Moriarty suggests:
"Pay attention to the staff and service to ensure they will not interfere with your business connections or listen in on your conversations. Make it clear up front that you expect nothing but the best service."
Fiona provides tips about climate, entertainment, attractions, art and culture, for Hipmunk, a travel site which also offers reviews of hotels and restaurants. If you still aren't sure which restaurant to choose, it doesn't hurt to ask your clients where they want to dine.
Voice Your Opinion About Hotel Choices
Many companies have policies dictating that their employees stay at specific hotels in specific places. Other companies are a little more open minded and allow their people to offer input, especially if they travel there on a regular basis.
Learn about the area in advance online and then if you have any free time, use it to visit an attraction or event that is germane to what you are doing. Professional society meetings can be a useful way of expanding your understanding of the dynamics of your industry in that location.
One of the best types of resources available for finding a good hotel in a city you are visiting are expert travel sites. For example, this San Diego travel tips page provides hotel reviews and ratings plus recommendations on luxury and bargain hotels and regional attractions such as the Gaslamp Quarter, Old Town, and Mission Bay.
Don't Forget the Paperwork
Business travel means business expenses. Rather than trying to remember what you spent after the fact, it is a good practice to have a system for tracking them. Read "Business Travel Expense Reporting Made Easy."
Be Prepared for Surprises
No matter how well-prepared you are, the unexpected often happens. Who hasn't had their luggage lost, or forgotten something critical?
Review these business travel safety tips and consider packing every "must-have" in a carry-on. And that includes at least one change of business clothing and shoes. The first time you have to attend an important meeting in a borrowed white shirt and tennis shoes or sandals is likely to be the last time you don't have at least one business suit in your carry-on.
Besides lost luggage there is also a real potential for luggage theft. To avoid losing something critical to your mission, read these tips from a former NASA contractor on avoiding luggage theft.
Science of Business Trips
Business travel has really become a science in terms of everything being available via a tool or service for you to use during your trip. By planning in advance, your business trips can be made much more productive. The fewer distractions to closing your business deals, the better.
