Business travel can be extremely complex to manage. With employees traveling to conferences, meetings, or client sites around the world, it takes careful planning and coordination to ensure trips go smoothly. This is why many companies choose to partner with a dedicated corporate travel management provider. Corporate travel agencies offer invaluable services that save companies time, stress, and money.
Simplified Travel Management
A top advantage of using a corporate travel service is having a streamlined travel program in one place. Instead of employees booking through consumer sites, the travel management company handles all reservations. They can leverage bulk rates, preferred supplier partnerships, and loyalty programs. This simplifies travel policies and consolidates expenses for easier budgeting.
Corporate travel agents also provide corporate travel planning assistance. They suggest cost-effective flights, accommodations, transportation, etc. based on travelers’ preferences and budget parameters. Travelers can comparison shop and customize trip details through an online booking tool. The travel management team handles all changes, providing 24/7 emergency support.
Partnering with a corporate travel agency provides significant cost savings compared to employees booking independently. Agencies have buying power that unlocks discounted airfares, hotel rates, car rentals, and more. They negotiate prices with preferred vendors and leverage exclusive offers. Travelers still get flexibility to choose their flight options while saving money.
Travel agents also ensure compliance with company policies to control costs. For example, they can enforce hotel rate caps, denial of high-risk airline routes, and required pre-approvals for international travel. Following travel guidelines consistently saves a tremendous amount on expenditures over time.
Improved Compliance and Duty of Care
A major advantage of using a corporate travel solutions provider is ensuring duty of care for traveling employees. Travel managers can track all itineraries in one place for better oversight. If disruptions occur, they’re able to quickly locate travelers and assist. This improves risk management and compliance.
Many corporate travel agencies provide web-based dashboards that compile real-time data on bookings, spending, and travelers. Some offer integrated risk management tools that flag high-risk reservations. This visibility enables enforced compliance with company guidelines to fulfill the duty of care responsibilities.
Booking business travel independently takes valuable time away from employees’ core work. Researching flights, comparing hotels, scheduling transportation, submitting expenses, etc. is tedious. A corporate business travel agency handles the entire process for travelers.
Employees simply submit trip requests through an online portal. The travel management team puts together optimal itineraries based on travelers’ preferences. Travelers can approve or modify reservations in just a few clicks. This saves countless hours compared to planning trips themselves.
Improved Reporting and Analytics
Monitoring travel spend and patterns are crucial for budgeting and cost reduction. Corporate travel agencies provide robust reporting on bookings, expenditures, suppliers, travelers, etc. Customized reports can be scheduled for delivery to finance teams, managers, or other stakeholders.
Many agencies offer interactive online dashboards that display metrics and KPIs in real-time. Data can be sliced by department, employee, destination, supplier, and other dimensions. This transparency and visibility enables fact-based decisions on corporate travel policies and supplier negotiations.
End-to-End Service for Meetings and Events
In addition to business travel, many corporate travel management providers offer comprehensive corporate event solutions. This includes sourcing venues, negotiating group rates, managing registrations, arranging catering, coordinating A/V, and more.
On-site support is provided by experienced event managers who oversee setup, troubleshoot issues, and ensure seamless execution. Post-event, they handle participant surveys, reconcile bills, and provide spend analytics. This full-service approach alleviates the burden on internal event planning staff.
Expert Guidance and Account Management
An experienced corporate travel agency provides expert guidance on managing a successful corporate travel program. They understand the pain points of business travel and provide best practices to maximize benefits. Custom solutions can be implemented to address a company’s unique challenges and goals.
In addition, dedicated account managers act as day-to-day partners. They get to know travelers’ preferences and provide personalized services. Account managers also conduct periodic business reviews to discuss successes, areas for improvement, and new initiatives for the program.
Choosing the right corporate travel management partner provides immense benefits for business travel and meetings. Companies can reduce costs, increase compliance, improve duty of care, save time, gain insights, and elevate the traveler experience. By leveraging travel experts, organizations can focus on their core business goals.