Corporate Travel Destinations

Two parties meeting often produces more than a little anxiety, especially when business is involved. Learning how to plan ice breakers into meetings is an art, and it is one that certain cultures have learned to excel at. Instead of spending a lot of time doing formal mixers and other events, consider the following:

• The Japanese prefer tea – Sitting down for a tea and discussing anything but business is a common traditional business practice amongst the Japanese, yet it is starting to fade away. One advantage of this is that it allows people to develop a rapport before they begin conducting formal business.
• The Scots sometimes meet over 9 or 18 holes – While it takes a little while to get to business, many business arrangements have actually been arranged on the back nine. The first few holes might be just pleasantries, but once those are over with the structure of the game takes over and business can be conducted with less pressure and a modicum of enjoyment.
• Meet at the gym, spa, or sauna – Some people prefer alternative meeting formats such as meeting side by side but not face to face on a pair of massage tables or at the gym in the spinning room. Sometimes a change of pace is just what it takes to start a new relationship off on the right foot.

When it comes time to start discussing corporate travel options and ways to justify the expenses, which are usually very low compared to leisure travel, it is possible to forget the tax benefits of corporate expenses. While tax law is incredibly complex, the following generalities are often accurate and beneficial to the company’s bottom line:

• By availing themselves of the networking opportunities and other business options, most businesses can find it very easy to allow for their business trips to qualify as business expenses that can be written off as tax deductions.

• Tax deductions related to travel may not necessarily be on a 1 to 1 basis in terms of dollar value, but having a loss largely consumed by tax liability that in turn presents business opportunities or advantages is generally considered to be a great idea.

• Excellent records should be kept of all corporate travel expenses. Consider using inclusive travel options for easier accounting and less time spent planning.

As with any tax-related issue, it would be wise to consult with a qualified accountant to make the final determination regarding what is and is not allowed for deductions. A short meeting with the staff accountant or outside accountant could be the difference between stepping up to the challenge and opportunities available or continuing on a stable but less profitable path.

When it comes time to plan a large corporate retreat, savvy meeting planners and/or event planners need to consider at least four different factors.

Distance & Travel – how far will the destination be from all parties? Remember that organizations with far-flung offices will need to find ways to transport the relevant from those offices to the destination in question. This can become an expensive venture rather quickly, but planners can mitigate this by planning ahead.

Scheduling & Jet Lag – Corporate travel is always a combination of work and play. Whether it is a cruise meeting, incentive travel, or a retreat, event planners should always try to strike a balance between work and play. Remember that jet lag may be a factor to contend with, so start off slow with events and meetings if possible.

Allergies & Location – Planning an outdoor event or a team-building getaway in the woods might sound great until Susan in accounting turns out to be allergic to the grass and Bob from sales cannot stop itching for some reason. Remember to consider allergies before planning any corporate event. If guests are being brought into the event, be sure to inquire as to their health needs.

Food & Drink – Many corporations prefer to self-cater, but it does not really matter who does the catering if those who have certain dietary needs are not being met. With vegetarian and vegan lifestyles becoming more popular, and a handful of religions taboos on foods, it pays to spend a good deal of time on food.

Ever since homeland security has become such an issue, moving through airport security has become more difficult.  As a seasoned business traveler, this part of your business trip requires some savvy preparation and your knowledge of the system so you can sail through security at the airport as quickly as possible.  But the ability to navigate airport security quickly is not something that comes easy or without some significant planning and training.

The biggest problem of getting through security is not you, it's the other people who did not come prepared for this process.  If you get stuck behind someone who is completely stumped by what is expected of them, it can take forever to get through the system.  So the first priority is to hit airport security when the crowds are low.  The easiest way to accomplish this is to take the first flight of the day out of that airline.  This will be the time when there are fewer people in the airport than anytime of the day.

Typically, it is only business travelers who are at the airport at six a.m. so they will be the ones that already know how to handle security and the lines will move much more quickly.  Like them, you have already learned the most recent rules about what will pass through security and what will get you stopped.  You will need your driver's license and boarding pass several times as you move through the process.  So have that out early on and ready to show it often.  Don't put that information away until you are on the other side of security and ready to go to the gate.  That one-step alone moves you along quickly through the different checkpoints of airport security.

Usually airport security uses a queuing system to handle the crowds.  That means that usually it is one long line moving up to the gates and then that line splits into several gates where various teams work the travelers through the scanning stations.  As you are standing in line to go through the gates, keep an eye on the different stations.  Some stations will stop more people or their equipment is too sensitive so it is moving slower.  You may notice that a new team has arrived and is preparing to open a new station.  With a bit of maneuvering in line, you can hit that new station as it opens and move through fast before the lines accumulate there.

You can cut down on how much you get scanned before you get to the airport.  Wear slip-on shoes that you can get off quickly and back on quickly.  Boots and tie shoes just slow you down.  Keep the amount of 'stuff" you are carrying through security to a minimum.  Put your wallet, keys and other pocket material in your briefcase or purse before you even get in line.  In that way you are down to shoes and that item to move through security and you can move more quickly.

Don't forget the 3-1-1 rule for carrying on any liquids.  You are allowed to carry liquids of no more than 3 ounces.  Those liquids must be placed in a 1 quart-size, clear plastic bag, and you are allowed only one such bag.  Have this bag accessible because you will have to separate that from the rest of your items being scanned.  In addition, laptop or notebook computers must be taken out of your carry-on bag and placed in a separate bin for scanning.

These tricks of the trade can make the beginning of your business trip much less of a problem and get you to the gate more quickly.  The security personnel will appreciate that you know what you are doing and you will reduce your stress and move along to your business goals with less anxiety and a greater focus on your objectives.