Hotels And Airlines: Choosing The Best For Work Trips

When travelling for work, it's important to choose the right hotel and airline to ensure a productive and stress-free trip. The right accommodation can enhance the travel experience, allowing employees to focus on their work without distractions. So, what should you consider when selecting a hotel for your business trip? Location and proximity to meeting venues are crucial, as well as safety and security measures, especially for solo female travellers. A central location with easy access to transportation can save time and reduce stress. Business centres, conference rooms, and high-speed internet are also key considerations for a productive stay. When it comes to airlines, factors such as route network, schedule flexibility, and loyalty programs can impact your choice. Understanding your preferences and requirements will help you make the right decision.

Location and proximity to meeting venues

When travelling for work, it is important to consider the location and proximity of your hotel to the places you need to go. This includes not only your meeting venues but also restaurants and shops for your needs outside of work.

Booking a hotel that is centrally located and close to your workplace or meeting venues is ideal. This will reduce the time spent on public transportation or the need to book cabs, ensuring that you arrive at your meetings on time. It also allows for more flexibility in your schedule and the opportunity to explore the local attractions during your downtime.

If you have a lunch meeting with a client, ensure that the venue is conveniently located near your accommodation. This will help you avoid any delays or issues with transportation.

Additionally, consider your transportation options to and from the hotel. Some hotels offer shuttle services, which can be extremely helpful, especially when dealing with luggage or arriving at odd hours.

By choosing a hotel with a convenient location and proximity to your meeting venues, you can reduce travel-related stress and focus on your work commitments.

Safety and security measures

When travelling for work, safety and security are paramount. Here are some key considerations to ensure the safety and security of yourself and your business information:

Research and Planning

Before embarking on a business trip, it is crucial to conduct thorough research and planning. Familiarise yourself with the cultural and business etiquette, local customs, and basic phrases of the destination. Be mindful of any political instability, civil unrest, or terrorism risks that could impact your travel plans. Stay updated on weather warnings and natural disasters such as floods, earthquakes, or hurricanes. Understand the local laws and regulations, as some activities may be frowned upon or even illegal.

Travel Documentation and Preparation

Ensure you have all the necessary travel documents, including your passport, travel tickets, and any required visas. Keep these documents, along with insurance information, hotel confirmations, and car rental details, in a safe place. Make sure you have the required chargers, adapters, and any other items on your packing checklist. Know your travel directions and consider pre-booking reliable transportation, especially in unpredictable destinations.

Health and Safety

Be aware of the availability of healthcare and medical support at your destination. Identify reputable medical assistance providers, such as International SOS, who can advise on health issues and provide emergency services. Exercise caution with food and water choices, avoiding street food and tap water. Stay informed about potential health threats, diseases, and over-the-counter remedies. Ensure you have comprehensive travel insurance, including emergency medical repatriation coverage.

Accommodation Security

Research the security measures of your accommodation. Opt for places with 24-hour front desk staffing and avoid ground-floor rooms, which are more susceptible to break-ins. Use the 'do not disturb' sign when you're out, and familiarise yourself with the emergency exit plan upon arrival.

Transportation Safety

If driving, ensure you have a valid driver's license and book with reputable car hire firms. Consider the local driving rules and congestion levels, which may vary significantly from your home country. When using taxis, only use reputable, registered providers, and prefer pre-booking over street hails. Assess the safety levels of public transportation in the area, and consider whether a car and driver are recommended.

Duty of Care

As an employer, it is your legal and moral responsibility to uphold a 'duty of care' for your employees travelling for business. This includes ensuring their health, safety, and security. Develop and communicate clear travel security policies and emergency contact procedures. Address specific concerns, such as female traveller safety, in your policies.

By following these measures and staying vigilant, you can enhance your safety and security when travelling for work.

Leisure facilities

When travelling for work, it's important to have access to leisure facilities to relax and unwind after a long day. Here are some things to consider when choosing a hotel with excellent leisure facilities:

Swimming Pools

A swimming pool is a great way to relax and stay active while travelling. Some hotels offer both indoor and outdoor heated swimming pools, providing a delightful experience even on cooler days. Pools with water slides, fountains, and adjacent play areas can be especially enjoyable.

Fitness Centres

If you're looking to maintain your fitness routine while travelling, consider a hotel with a well-equipped fitness centre. Cardio-vascular and weight-resistant equipment, free weights, and dedicated stretch areas can help you stay active during your trip. Some hotels even offer fitness classes like yoga, water aerobics, and Zumba.

Outdoor Activities

For those who enjoy being outdoors, look for hotels with outdoor leisure facilities. This could include outdoor swimming pools, billiards, or even a water park. If surfing is your passion, some hotels offer unique experiences like the FlowRider™, which lets you ride a wave without worrying about wind or tides.

Relaxation and Wellness

To truly unwind after a busy work day, seek out hotels with relaxation and wellness facilities. This could include a sauna, steam room, or spa offering a range of soothing massages performed by professional therapists.

Community and Socialising

Some hotels offer more than just a place to stay—they foster a sense of community. Consider choosing a hotel with a leisure club or lounge, where you can connect with like-minded individuals and enjoy social interactions. These spaces often provide refreshments, encouraging guests to relax and socialise.

When selecting a hotel for your work trip, consider your leisure preferences and choose a hotel that aligns with your interests and relaxation goals. Whether it's swimming, fitness, outdoor adventures, or socialising, the right hotel will offer a range of leisure facilities to enhance your travel experience.

Business amenities

When it comes to business travel, the amenities on offer can make or break a guest's stay. Business travellers have unique needs and expectations, and hotels that cater to these demands can stand out from the competition. Here are some essential and unique business amenities that hotels can provide to elevate the guest experience and leave a lasting impression:

Essential Business Amenities:

• Work Stations and Common Areas: Business travellers need dedicated workspaces, and hotels can provide co-working spaces, coffee shops, or lounges with ample power outlets to facilitate their work.
• Private Meeting Spaces: Chain hotels often offer bookable private meeting spaces with conference room amenities, ideal for interviews, client pitches, or last-minute meetings.
• High-Speed Wireless Internet: Wi-Fi is a necessity for business travellers, and hotels should provide unmetered, unrestricted internet access with unlimited devices and roaming capabilities.
• Wireless Printer: A wireless printer in the business centre allows guests to print documents conveniently from their mobile devices.
• Bedside Power Outlets and USB Ports: Easy access to power outlets and USB charging ports is essential for business travellers who need to charge multiple devices.
• Wireless Chargers: Hotels can offer wireless charging modules built into bedside tables as a convenient and modern amenity.
• Laptop-Compatible Safety Locker: A digital safe large enough to accommodate a laptop provides peace of mind for business travellers storing valuable devices.
• Shaving Kit and Mirror: Businesspeople value the convenience of a shaving kit and a dedicated shaving mirror, ensuring they look their best for important meetings.
• Hair Dryer and Ironing Board: These amenities are crucial for a well-groomed appearance, and hotels should ensure they are readily available in each room to avoid inconveniencing guests.

Unique Business Amenities:

• Free Breakfast: Offering a complimentary breakfast option, whether a buffet or a hot meal, can set hotels apart, especially when competing with short-term rentals.
• Pillow Options: Providing a variety of pillow types, such as down, foam, and hypoallergenic pillows, allows guests to customise their comfort and accommodate any allergies.
• Free Parking: Hotels can attract business travellers by offering free parking, especially when competing with short-term rentals that may include parking.
• Premium Coffee: Upgrading in-room coffee offerings to fresh, locally sourced beans or providing a luxury coffee machine can enhance the guest experience.
• Gym or Fitness Centre: Business travellers appreciate maintaining their workout routines on the road, and hotels can partner with nearby fitness facilities to offer discounted rates or free classes.
• Mobile Check-In: A tech-forward property management system allows for a paperless, eco-friendly check-in process, streamlining the guest experience.
• Local Shopping Discounts: Partnering with local merchants to offer exclusive discounts or freebies adds value to the guest experience and encourages exploration of the area.
• In-Room Tablets: Replacing traditional information binders with digital tablets provides guests with easy access to room service menus, recommendations, and instant messaging with the front desk.
• Enthusiast and Hobbyist Tech: Catering to specific guest interests, such as providing a golf simulator or Peloton bikes, creates a unique and memorable hotel experience.
• In-Room Cocktail Station: A signature cocktail recipe and ingredients reflecting the hotel's character offer a unique twist to the typical in-room beverage experience.
• Local History at Turndown: Placing a postcard or trinket with a story about the hotel's or area's history during turndown service adds a special touch and provides a local connection.
• Room Purification: Guestrooms with air purifiers create a calm and hypoallergenic environment, especially beneficial for guests with allergies or respiratory issues.
• Relaxation Devices: Providing aromatherapy, eye pillows, or noise machines can help guests unwind and relax after a long day of travel or meetings.
• Power Bank: Offering portable chargers in rooms or at the front desk ensures guests can stay connected, especially after a long flight or during mobile check-in.

These business amenities cater to the unique needs of business travellers, enhancing their productivity, comfort, and overall experience. By providing a mix of essential and unique amenities, hotels can elevate their appeal and leave a positive, lasting impression on their guests.

Transportation services

When travelling for work, it's important to consider transportation services when choosing a hotel. Here are some tips to help you select the right option:

Location and Proximity:

Choose a hotel that is centrally located and close to your work destinations. This will reduce travel time and make it easier to walk to meetings, conferences, or co-working spaces. Consider the proximity to places like restaurants and shops as well.

Shuttle or Cab Services:

Opt for a hotel that provides shuttle or cab services. This is especially useful when you need to get to the airport or meet clients for meals or sightseeing. Relying solely on public transportation or hiring cabs can be inconvenient and time-consuming.

Public Transportation:

If you plan to use public transportation, ensure the hotel is located near transport hubs or stations. This will make it easier to navigate the city and get to your destinations on time.

Car Rental Services:

If you prefer having your own vehicle, consider a hotel that offers car rental services or has partnerships with rental car companies. This can provide convenience and flexibility for getting around, especially if your destinations are spread out.

Airport Transportation:

If you're travelling by air, look for hotels that provide airport transportation services. This can include shuttle services to and from the airport, making your arrival and departure smoother and more convenient.

Local Transportation Options:

Research the local transportation options available near your chosen hotel. This could include buses, trains, subways, or ride-sharing services. Ensure that there are convenient and accessible transportation methods to get you where you need to go during your work trip.

Frequently asked questions