7 mistakes you don't want to make when booking a company trip

Preparing for your long-anticipated company gathering is exciting. But it can be tough to make sure everything on your trip goes as smoothly as you’re hoping.

These are 7 common mistakes we have found companies make when booking team trips:

1. Not planning ahead for VISA & entry requirements

Unfortunately, this is one of the most common pitfalls travel managers run into. It is very easy to overlook until it’s too late, and the last thing you want is for a colleague to be denied boarding because you didn’t anticipate their legal requirements. Legal paperwork can take several months to be processed, and entry requirements can change with little to no notice, so be sure to stay on top of everyone’s requirements well in advance.

Be careful with layovers, too: countries have different policies regarding transit VISAs and your colleague may be cleared for travel to their final destination, but not be allowed to transit in certain countries.

2. Not optimising your travel rewards

You can heavily discount your airfare by accumulating credit card points and spending them on flight tickets. But this is not the only way of earning airline miles: for companies based in Europe, where credit card rewards are much harder to come by than in the US, it is sometimes better to earn miles directly through airline partners. For example, British Airways is currently offering 3 Avios per pound spent on Airbnb, and Iberia is offering 8 Avios per euro spent booking hotels on Agoda.

3. Settling for the first quote you get

Every single supplier at your destination is yearning for your business. This is especially true when you travel as a group, so use that leverage wisely and don’t settle for the first quote you get. And we’re not just talking about room rates: we’ve seen everything from resort fees to meeting room rates heavily discounted or even waived.

4. Not triple-checking passenger information and baggage allowance

You would be surprised how many passengers are not allowed to board because they misspelt their names, or used a nickname. Double or triple-checking passenger information is often overlooked and can cause chaos on travel day.

Furthermore, everyone should be clear on their baggage allowance and what the company policy is on extra baggage. Bonus: don’t panic when an airline shows your first and middle names joined together in your reservation. Their reservation systems automatically do this and you won’t be denied boarding.

5. Not having a clear company policy set

If someone has a long layover, will your company pay for lounge access? What about extra legroom on a long-haul flight? And how many bags can each one take?

Setting a clear policy allows travellers to spend within defined limits, even small expenses such as parking tickets or exchange fees. Be as thorough as possible so your team is clear on what expenses are allowed.

6. Trying to fit too many items into the agenda

Your company trip is an opportunity. To bond, to work, to recharge and to get things done in a different way. In other words: to realise that your colleague’s personal goals matter, and they directly affect your goals as a company.

So when you are planning the agenda, bear in mind that your team are also expecting the trip to live up to some of their personal goals. Overcrowding the agenda stunts creativity, so leave some “unassigned” space and watch the magic happen.

7. Overlooking the fine print on your accommodation / venue contract

What is the attrition like on your reservation? Which is the cut-off date for your group and what are the billing arrangements?

There are many variables in every contract and you should go through them very carefully. It might be the difference between having to pay for unused rooms or not, for instance. The reality is you don’t know what’s going to happen between the date you sign the contract and the date of your arrival, so err on the side of caution and don’t sign anything you are not 100% happy with.

Avoid these mistakes: Partner with We Offsite for your next company trip!

Don’t let these common pitfalls derail your next company offsite or corporate retreat. We Offsite specializes in providing end-to-end planning solutions for distributed and remote companies, ensuring 80% time savings, and 100% compliance.

Our world-class meeting planning platform and dedicated offsite experts handle every detail, from venue sourcing and group travel to team building activities and expense management.

Ready to plan a flawless and impactful corporate event?

Schedule a call with us today to get customized proposals and ensure your team trip is a resounding success!

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