Essential Guide to Preparing for an International Business Trip

As the pandemic cools down and borders open up once more, business trips are bound to become the norm again, especially for those special deals, conferences, or crucial stakeholder meetings which are always better with face-to-face interactions. As you shake off the work-from-home blues and prepare for overseas business travel, here are some tips that can help you prepare for a successful and memorable trip.

How to Prepare for the Business Trip

1. Know your destination

Having a good idea about the destination well in advance can actually solve a lot of those little issues that tend to make business travel cumbersome. Make sure you research about the hotel that you are going to stay in, specifically looking into the various amenities that they offer, such as gym facilities, dry cleaning, wi-fi, etc. Also put some time into understanding the country that you are visiting, especially if you have never been there before. Learning about customs, etiquettes, languages and important facts can actually be very handy. For instance, knowing that pickpockets in Paris are common will automatically make you more careful when carrying your wallet around in the city. Also make sure you check the weather forecast in your destination in advance so that you know whether to pack an umbrella or sunscreen.

2. Create a packing list

With enough days to spare and with a calm and composed mind, write down all the essentials that you need to carry for the business trip. Some of the prerequisites include all major travel documents, your electronics, a nice suit and matching tie, a good pair of handkerchiefs, toiletries, and other items that you personally prefer while travelling. During this process, also make sure you take a backup of all your files and presentation material on USB sticks, hard drives, or cloud storage, so that you do not have to suffer the shock of suddenly remembering that you left them behind on your office PC.

3. Invest in convenience

It is often best to not carry check-in baggage and travel light while going on a business trip. However, if it is a long trip and you absolutely need to carry that large suitcase of yours, think about investing in sending your luggage ahead of time if possible. This will make check-in and customs smoother and faster, which is a luxury worth having during overseas business travel. Check with your company regarding the possibilities around this well in advance before the trip.

4. Prepare an itinerary

Business travel differs considerably from the spontaneous backpacking trips and leisurely tourist trips. It pays to be much more organized when it comes to business travel, specifically to be in complete control of both your expenses and your time. Create an itinerary of core activities that are to be executed during the course of the trip, complete with time-stamps. You can share this via cloud storage or mail with any colleagues who might be accompanying you, and also send one copy to a loved one so that they know when to reach you if needed. Also plan a budget for the trip by noting down all major unavoidable expenses and also predicting some peripheral purchases that you might want to make. Another plus side of preparing a budget beforehand is that you can load this amount onto a Forex Card and lock a lower conversion rate of the destination currency. Thomas Cook offers an array of single and multiple currency Forex Cards that are ideal for those who are planning to embark on overseas travel.

Things to do When you Reach the Destination

Relax: more often than not, there would be a time gap between your core activities (conference, meeting, presentation, etc) and your time of arrival. Make sure you find some time to relax and tame the jetlag. You can also choose to check out the spa at your hotel and get a massage to deal with the nerves if you are going to head to an especially important meeting.

Prepare: get your hands on an iron (most hotels will have one) or ask room service to help you with the same, so that you go to the core business event looking dapper and sophisticated. Also make some time to go through your presentation and prepare crucial mental notes for the meeting.

Document: using an app like Expensify can help you track and monitor your spending and stick to the budget that you created beforehand. Also make sure you remember to keep receipts of your purchases in case your company reimburses you on basic expenses.

Explore: do not think that you need to stick with your colleagues when at the destination even after core business activities are done. If time permits, make sure you go out on your own and explore the city and the various experiences that it has to offer, depending on your budget.

Tips on Saving Money on your Business Trip

Preload your Travel Card: as mentioned before, if you preload your Forex Card in advance, you can lock a conversion rate that is significantly lower than what you will be faced with when you reach the destination. This is a good way to reduce expenses and is just a few clicks away from this very page. Make sure you check out the various Forex Card options that we have on the Thomas Cook website.

Stick to your Budget: make sure you reduce personal and leisure expenses to a minimum when on a business trip by planning your budget around core necessities. Even sitting at a coffee shop in a foreign destination and soaking in the ambience is a cheap and affordable way to enjoy the city.

Try Local Cuisine: in every foreign destination, try to make it a point to stick to local restaurants and shops instead of the swanky tourist-focused eateries. Not only will this allow you to experience the delectable culinary culture of the destination, but will also make your everyday dietary expenses cheaper as eateries that cater to the locals tend to be much more affordable. Also ensure you make the most of the complimentary breakfast that most hotels offer.

Save Big on Transportation: when possible, try using the public transport system at the destination instead of the costly cab rentals. This will also give you a much more intimate feel of the city that you have landed in. Trams, buses, metro and other options abound in most major cities across the world, most of which are also traveller-friendly with instructions and signs in English. Also make sure you check with your company or your hotel beforehand to know whether they offer complimentary airport shuttle services.

Be Tele-Ready: a golden rule of overseas travel is to make sure that you purchase an international data plan that keeps your internet bills from going through the roof. Also, when you are in the foreign destination, use Whatsapp and other free messaging and calling apps for staying in touch with colleagues and loved ones as this can save a lot of money that would otherwise be lost in SMS and roaming call fees.