Hands down, the best way to save on business travel is to do your homework, because it’s the unforeseen expenses that really bust your budget. The extra fees you forgot to ask about, the little emergencies you didn’t prepare for—you’ll end up forking it over just because you’re at the mercy of the hotel, the cab driver and your colleague who wants to meet at the most expensive restaurant in town.
When I’m traveling I don’t have time to scout for less-expensive alternatives, so before I leave I create a list of resources for my trip. Here’s how to create your own list:
Get the Lay of the Land – Before you go on your next trip, go online and print out a map of the area you’ll be visiting. Then, figure out the best place to stay based on key factors: proximity to airport, access to public transportation and ability to walk to your destination. Cab and shuttle fees will put a huge dent in your wallet, so make sure you’re staying—and meeting—in a convenient location.
Next, identify the closest dry cleaners, Starbucks, office supply store, post office and library. Jot down the addresses, phone numbers and hours for all of them. That way, if you have to run off a bunch of copies, grab some free Wi-Fi or get a soup stain off your pants, you are not dependent on the hotel services or the kindness of cab drivers who may take you to the Kinko’s on the other side of town.
Bonus tip: Make friends with the airport shuttle driver on your way to the hotel—you may get a free ride to your meeting during off times.
Search for Hidden Fees – If you know about a fee you can come up with a plan to avoid paying it. Go online or call customer service for the airline, hotel, rental car agency and any other vendor you plan to use on your trip and ask about extra fees. Hotel parking and Wi-Fi charges can add up to more than $35 a day, for example. Rental car agencies charge extra for additional drivers, insurance and yes, some still charge for extra miles. And we all know most airlines are charging for each bag of checked luggage—bastards.
Bonus tip: If you absolutely have to check bags, consider upgrading to business class when you check-in online. For as little as $49 you could get a great seat, check two bags for free and drink as many free cocktails as you want.
Find the Best Deals – If you know you’re going to have to take a colleague out for dinner, go online and find a nearby restaurant with the best deals. Look for seasonal specials, prixe fixe meals and even coupons or discounted gift certificates. If you’re nervous about paying with coupons, just give the coupon and your credit card to the waiter when you walk in and your dinner companion will never know.
If you are staying in a swank hotel, hit up the concierge for free passes to local events and the low down on the best place to go for happy hour. If you’re staying on the cheap just ask the airport shuttle guy—he’s your new best friend, anyway.
Bonus tip: Go online and grab discount codes for Boingo Wi-Fi, one of the most common airport wireless Internet services.
In exchange for 10-15 minutes of your time you can save hundreds of dollars and avoid a heap of stress. For more frugal travel tips, check out my post about saving big on hotels. And if you’ve got your own great tips, send ‘em my way.
By Mike Michalowicz, Author of The Toilet Paper Entrepreneur
