Create a Business Plan for Organizing a Business Trip

Organizing a reward trip, seminar, or business trip is not a task to be taken lightly, this fits directly into a corporate policy.

Defining the objectives, the budget, the forecast, all this is set up easily thanks to the Business Plan. On average, business travel budgets have increased by 20% since 2012, making it a real challenge for SMEs and larger Structures.

Why Plan a Business Plan for a Business Trip?

The organization of a business trip requires the existence or creation of a travel policy. A study of business travelers shows a correlation between the size of the structure and the existence of the travel policy. 69% of business travelers work for an organization with more than 1,000 employees and have expenses managed by a travel policy (compared with 27% for business travelers in a structure with fewer than 100 employees).

To better plan the organization of a business trip and budgets to be unblocked, it is essential to create the business plan of the event by first defining its expectations and those of its collaborators.

Like defining the objectives to integrate into the business plan of your business travel.

Defining the purpose of the trip will allow you to establish a program and direct your trip to specific destinations and establish your needs (do you need a meeting room for a seminar or a means of transportation to visit a museum?) And Related expenses.

Questions Arise Then:

• Is it a trip of rewards, business tourism, a seminar, team building, or even an incentive trip?
• You can then ask what will be the content of this trip.
• How many people are participating in the trip?
• How long is the stay?
• In which country do you want to leave? (France, medium or long distance)

Once you have determined the content, the thematic, your activities, you can then define the different positions to integrate into the business plan and define a real budget.

What is the cost of your business trip?

You can now define the budget to allocate to the organization of your business trip and create the business plan of this event.

Depending on the type of trip, the content, the duration, the destination and the fixed objectives, you can analyze the costs of the most important points:

• Transport: do you choose the plane, the train, the boat? (Or even a rocket after all)
• The means for the various transfers to be carried out, in particular between the airport and the accommodation site (s): the bus, the train, the taxi?
• Catering: at the hotel, in a restaurant, ...?
• Accommodation: The number of nights to spend in the place? Single or double rooms? The number of people ?
• Booking of meeting rooms and audiovisual equipment (internet connection?)
• If there is a thematic to your trip, must it provide a decoration or particular means of communication (platelets, signposts,?)
• Activities and leisure: What do you plan? Sport ? Cultural outings ?
• Insurance in case of cancellation, repatriation, ...
• And finally, the additional costs and the most diverse costs?

Create the business plan of your business trip with an Agency.

Each year, 200 billion are invested in business travel in the world, so it is a real investment that must be taken to the serous.

Organizing a trip can be a daunting task and a tedious job that requires a lot of energy to add to your company's management time.

Agencies organizing business trips can help you by taking charge of the organization and above all set a fixed budget. A business tourism agency is accustomed to anticipating the various unexpected events that can occur during the organization of these events.

This agency will help you to reduce the costs of your business trip:

Negotiating directly with privileged contacts or taking into account the experience it possesses on the various reports.

By taking care of flight reservations by analyzing the best prices on the market without neglecting comfort and flexibility.

And avoiding certain pitfalls from its experience such as the administrative formalities of entry in certain countries or taking into account the preferences of each of your collaborators.

Create an unforgettable journey by adding an event key with highlights.

Create a real surprise for your employees with an appropriate program and evenings with themed dresses.

The choice of this agency is paramount, it will be your number partner in the creation of your business plan.

The tips and important points when organizing your business trip:

Some traps should be avoided when traveling abroad with collaborators. Of course an experienced agency knows them on the fingertips. Here is a non-exhaustive list of points to consider

• Verification of the administrative formalities with the embassy of the country: Vaccines, visa, ...
• Need in translation: Asia is especially China are the most fashionable areas for business travel in 2017 , think about it!
• Check with the hotels if they have all the necessary facilities (Internet, conference rooms, ...)
• Inform your employees about what they should expect: sending by mail dates, schedules, customs and sanitary formalities as well as the means of payment accepted on the spot, take-out, ...
• Managing the profiles of your travelers; Preferences, loyalty cards, subscriptions, desired departure dates,
• The definition of travel rules: definition of expenditure and investment plans, ...

So ready to take the big step? Do not hesitate to make comments and feedback on this article. Which destination will you choose? What type of event will you organize?

To go further, I invite you to consult the computer graphics on business travel in the world.