How to Manage a Business Travel Tender

Stage1

First, undertake an analysis of your current business travel purchasing. Expect to make savings of between 5%-10%. Additionally, look at ways of making improvements to processes and procedures. A travel tender review is a great opportunity to instigate change.

Your recommendations should be written into a "Business Case" for undertaking a travel tender.

Stage 2

Prepare a supplier prequalification document containing the recommendations made in stage 1. This will save you time as it eliminates the business travel suppliers who are not suited to servicing your travel tender requirements.

Most travel suppliers will extol their capabilities whilst ignoring the risks to the business travel buyer. The prequalification stage helps to mitigate your risk.

Stage 3, involves the design of the main business travel tender document. It must cover financial and service aspects. Most business travel suppliers or travel management companies (TMC's) offer similar services.

You want only the best fit for your own company requirements. This could be a global travel management company or a smaller niche operator. There is not a one size fits all approach and only by asking insightful and revealing questions will you confidently source a supplier best suited for your needs.

Stage 4

The evaluation of a travel tender requires in-depth analysis and we recommend you use a weighting system. The weighting helps to remove any subjectivity and represents the value and importance to your own company needs.

The evaluation is supported with a final report highlighting the key differentiators from travel suppliers. The entire process is transparent and can be verified for auditing purposes.

Stage 5, focuses on the negotiation of contract terms and conditions, designing a service level agreement containing key performance indicators, and helping with final implementation.

In Summary

The above is a simplified version of a business travel tender project plan. It can be undertaken in a few short months. Using this structure will ensure that travel tender projects are delivered on time and within budget.

If you're thinking about tendering your travel account, we can help you by either undertaking the entire project for you or coaching you through the process.

If you would like to discuss how the process works in greater detail then why not get in contact with us. You'll find our contact details at the bottom of the page.

Alternatively, if you're only thinking about a business travel tender and it's still some way off, why not subscribe to receive our free report "Planning a Successful Business Travel Agreement".

Business Travel Tips For The Avid Business Traveler

Companies everywhere are finding they need to travel more if they want to meet new customers and to capture new sources of business; the Internet has ensured that even tiny companies can have a customer base that is truly global! However, anyone who has spent a great deal of their time traveling for their business will tell you just how tiring it can be. There are some things you can do to reduce the amount of stress and fatigue that occurs and some interesting business travel tips and information that is supplied in this article.

Sometimes for instance, baggage goes missing; that is an unfortunate fact of travel and whilst it is distressing enough on a family holiday, on a business trip it can be disastrous. An easy remedy to this is to pack as much as possible that you absolutely must have for you meeting, in your hand luggage.

This means that even if your main luggage is lost your trip does not have to be wasted; your meeting can still take place despite any inconvenience that has been caused. As far as your main luggage is concerned, make sure you only pack just enough for the trip and this is probably the most useful business travel tip to bear in mind.

If you only take enough business clothes for the trip and then all that is left is some casual wear for the evenings, just two pairs of shoes, one casual, and one pair should be enough. All that is left once this is done is to include your toiletries and other business documentation that may be of use.

A way to save space and possibly take a smaller bag plus reduce any creases is to roll clothing up which takes up less room and a business travel tip well worth noting. To go one step further, if you want to ensure that even if food or drink are spilled on your clothes you won't need them laundered; use dark colors which are also handy because creases don't show as much.

If you are delayed for any reason then knowing you can freshen up prior to the meeting without the need for a shower can be a lifesaver, this is where those travel wipes come in very useful. If you only intend to be away for a couple of days, a normal charge for a cell phone and other electronic equipment may be enough but if the trip is longer you may need to take chargers with you.

Many business travelers now use the traveling time to do as much work as possible which then allows them some personal time to themselves after work which in turn reduces stress. Just plan ahead for your business travel using this guide and you will be in a position where whatever happens it will not affect your trip and once you have done this often enough it will all become second nature to you.

Business travel does not have to be all work and by using the business travel tips shown here, there should be time for rest and relaxation too.

5 Reasons to Get Business Travel Insurance

Whether it is a brief visit to another part of the country or a week long trip abroad, business trips to visit critical clients and other important companies are a vital part of keeping any business running successfully; and for every trip, you'll need some kind of business travel insurance. If you only have to travel every once in a while, single trip cover may be sufficient, but if you travel many times each year you'll want to invest in some annual business travel insurance. Either way, there's no excuse to scrimp: here are five situations when the small cost of insurance could save you a lot of hassle...

The other company cancels the meeting at the last minute...

An ordinary holiday can be cancelled for all kinds of reasons, but for a business trip there are even more factors that can lead to a meeting being cancelled or rescheduled, leaving you or your company to foot a significant cancellation bill. Business travel insurance will cover cancellation as standard, so even if things change at the last minute, your costs will be covered.

You fall on or before the trip...

If you fall ill on or just before a crucial business trip and there is no-one to replace you, the consequences for your company could be catastrophic. Most good business travel insurance packages will cover the cost of replacing you with a work colleague (including their flights and accommodation) so that the trip can be concluded successfully in your absence.

Some vital equipment is lost or stolen...

Whether it is a PDA filled with important information on it or an expensive laptop with a crucial presentation, most business trips can revolve around a vital piece of equipment - if it is lost or stolen, it can hurt your wallet and ruin the business trip. Annual business travel insurance will provide you with year round cover for business equipment that is lost or stolen while you are away (and in most cases, they will pay for a courier delivery of the new item.) Of course, the data may be irreplaceable, so make sure that you back up any critical information on a USB stick.

Business travel is excluded from your existing insurance...

Many people assume that they have cover for business in the annual travel insurance they already have, but this often isn't the case. Many travel insurance policies are for holidays only and have exclusions for business travel. Read the small print carefully, and make sure you get full travel insurance for business trips if you aren't covered.

You need to be hospitalised after an accident...

Whether it is just a cracked rib or something much more serious, medical care abroad while you are uninsured is no laughing matter. With so many business trips to America (which can have medical costs running into thousands of pounds) it really pays to have some decent business travel insurance. As outlined above, many standard travel insurance policies exclude business trips, so make sure you get the right kind of cover and avoid the threat of massive medical costs.

New York City Business Travel Destination Guide

New York is a city that truly has something for everyone. The diverse residents from around the globe make New York unlike any other city in the world. A major destination for business travel, New York is home to countless businesses and is a world economic capital. When traveling to New York City, business travelers are often surprised by the high cost - including meals, hotels and transportation. Some corporate per diems are not high enough to cover expenses.

Transportation

Airports Serving New York City

There are three airports that you can use when traveling to New York City - John F. Kennedy International Airport (JFK), La Guardia (LGA) and Newark Liberty International Airport (EWR). JFK, the largest of the three airports, began service in 1948 and has since grown to five times it original size. Located just 15 miles from downtown Manhattan, transportation options range from public transportation to taxis and hired cars.

La Guardia is smaller than JFK, servicing about half the number of passengers as JFK. It is located closer to downtown Manhattan than JFK, just 8 miles. Transportation options include public bus service from the airport to all areas of the city, bus service to Grand Central Station and Penn Station via the New York Airport Express Bus and as always, taxis and hired cars are available.

The Newark Liberty International Airport (EWR), across the Hudson river in New Jersey about 16 miles from midtown Manhattan is also a good option for business travelers. Currently, Newark airport is undergoing a five year renovation project to its B terminal.

Taking the Train to New York City

For East Coast business travelers, New York City is easily accessible by taking the train. Amtrak offers several routes that travel between New York City and numerous East Coast cities.

The Acela Express train runs from Washington, DC to Boston, with stops in Philadelphia and New York City. Business travelers will find the Acela has amenities not offered on other trains, and travels at speeds up to 150 miles per hour. You will get to your destination sooner than the other trains, but a ticket on the Acela comes at a premium cost.

Getting Around the City

New York City is known for its hectic traffic - but don't worry, getting around is not as hard as it may look. Taxis and the metro are the primary forms of transportation for business travelers.

When getting around or asking for directions, all you need to remember is compass directions and have the right vocabulary. "Uptown" is when you are heading north towards higher numbered streets while "downtown" is when you are traveling south. You will go to the "East Side" or "West Side" when you are crossing the island. And be aware of building numbers which often don't follow logical patterns.

What to See

If you are lucky enough to have some free time while traveling to New York City, you will find you have endless options to keep you entertained. Known as the city that never sleeps, there is always something to do in New York no matter the time. Home to many world famous attractions such as the Statue of Liberty, Times Square, the Empire State and Chrysler buildings and over 20,000 restaurants and 150 museums, you will never run out of something to do while visiting this exciting city.

Safe Harbors Travel Group is shaping a new age of business travel management. Safe Harbors’ expertise in business travel, global travel infrastructure, vendor management, expense and accountability reporting and travel information systems is helping clients achieve their business goals with a higher return-on-travel-investment. Headquartered in Baltimore, Safe Harbors provides global travel management to more than 100 corporate clients.

How to Shop for the Best Luggage for Business Travel

When it comes to picking the ideal luggage for business travel, there are many options ranging from different prices, colors, materials, and styles. However, there is nothing more disappointing than the experience of getting cheap bags that will only last through a few trips. Buying luggage with your vacation in mind is not the only think to consider before going shopping.

So you are a business traveler and as part of your job are required to travel on a regular basis. If this sounds like you then you are in need of some great Samsonite luggage to protect your personal belongings as you travel. Most business travelers are always in a hurry so they don't really have time to pack several bags and check them at the airport. Instead, business travelers need luggage that will hold all of their necessary belongings yet still are compact enough to be a carry on. Fortunately, there are a variety of Samsonite luggage pieces that are designed with the business traveler in mind.

For example, a hanging bag that is perfect for a suit or two that may then be rolled over to form a small carry on is just one of the options that business travelers may take advantage of. This bag may be packed with the business man or woman's essentials and then carried on the plane so when the plane land the individual simply needs to get off the plane and head to their final destination without wasting any time stopping off and waiting for their checked luggage. The following tips will help business traveler buy the best luggage.

Tip #1 Carry On

Business travelers must ensure that the luggage they buy may be carried on. So be sure to follow the size guidelines offered by the airlines so you know what you are buying will fit in the overhead compartment. You will be relieved when your flight lands late and you can take off running without having to wait the extra half hour or so for your luggage.

Tip #2 Compartments

Having plenty of compartments is another important tip for business travelers. When there are multiple compartments that means all items will be packed safely without concern for one's shaving cream exploding onto one's business suit.

Tip #3 Wheels

Business travelers do a lot of traveling, boarding planes, and plenty of waling. As a result it is important for business travelers to have luggage with wheels to make it easier to get around the airports, hotels, and the like.

Caitlina Fuller is a freelance writer. So you are a business traveler and as part of your job are required to travel on a regular basis. If this sounds like you then you are in need of some great Samsonite luggage to protect your personal belongings as you travel. Most business travelers are always in a hurry so they don’t really have time to pack several bags and check them at the airport. Instead, business travelers need luggage that will hold all of their necessary belongings yet still are compact enough to be a carry on.