How to Secure the Very Best Rates
our top tips to save money across air, rail and hotel for your employeesAre you getting the most out of your travel programme?
In today’s fast-paced business world, companies are always looking for ways to reduce costs and increase efficiency. Travel is no exception. A well-managed business travel program can provide significant savings without removing the essence of what makes a great traveller experience – so long as companies take the time to understand what they need from their travel.
At Gray Dawes, we understand the importance of securing the very best air, rail, and hotel rates for our clients. Our travel experts have decades of experience crafting travel programmes that not only save time and money, but also put the wellbeing of the traveller at centre stage.
In this article, we explore some of the key strategies that companies can use to do the same
Understand your Travel Needs
Before you can start to make any savings, you need to fully understand your travel needs. Ask yourself: When do we travel most? Where do we most often go? Do we have any specific travel requirements that must be met?
Then start tracking your travel patterns. Identify your busiest travel months. Make a note of your most and least frequent destinations. Determine what airlines, rail companies, or other transportation companies you have used. This information can be used to negotiate better rates with suppliers and allow you to save big on travel costs.
Stay Flexible
Another key factor in getting the best air fares is to be flexible with your travel dates and times. Airlines often offer discounts for flights that are off-peak or have less demand. The same is true with rail. By maintaining some flexibility in your travel programme, you can take full advantage of these discounts.
Though it might not always be convenient to travel off-peak, it is certainly worth – if possible – scheduling meetings for times that allow you to catch a train outside of usual business hours or hop on a plane that follows a cheaper route.
When booking a hotel, don’t forget to check whether the dates of your stay clashes with any big, local events or national holidays that can send room prices skyrocketing.
Support Your Travellers
Saving money on your travel is not only a straight one-to-one relationship with you and your suppliers. It is also important to maintain strong communications with your own travellers.
Ensure that your globetrotting employees have complete access to any travel resources you have available. If they fully understand what you aim to achieve from your travel programme, they can begin to make informed decisions about how they spend while on the move.
Here at Gray Dawes, we are always on. Our “follow the sun” model means that no matter whether you’re at a conference in Melbourne or a business lunch in Miami, we are available to answer any questions about your business travel programme at a moment’s notice.
Grab Discounts
If you plan smart and take the time to research your options, you are guaranteed to nab discounts that considerably cut the cost of your travel:
- Advance bookings. If you have the luxury of knowing where you need to be months or even years in advance, booking early is often cheaper.
- Loyalty programmes. Suppliers often reward frequent customers with exclusive rates.
- Bundled packages. Some suppliers offer air/rail travel and hotel stays as a package that works out cheaper than individual rates.
At Gray Dawes, we have nurtured close-standing relationships with a number of suppliers, allowing us to offer our clients deals that can’t be found anywhere else.
In Conclusion
Securing the very best air, rail, and hotel rates for your business travel programme doesn’t have to be daunting.
By taking the time to review your travel needs, research potential avenues of discount, and offering your travellers all the resources they need to cut costs, you’ll be well on your way to creating a more efficient and economical travel programme.
Discover how Gray Dawes can help you find the best fares and most innovative itineraries as a boutique extension of your team.
Related Articles
What is the True Value of a TMC?
A recent article from The Business Travel Magazine claims that Travel Management Companies (TMCs) like Gray Dawes are struggling to provide value for their clients. However, at Gray Dawes, we respectfully and heartily disagree… After all, not all TMCs are created equally. Tarring everyone with the same brush only serves to devalue the brilliant work and innovative thinking that organisations such as ours bring to the industry. In this article, we take a deeper look at the “Value Proposition” piece from the Business Travel Magazine and demonstrate how we are genuinely doing things differently.
How the Paris Olympics 2024 will Impact Business Travel (And What You Can Do About It)
The Olympic Games are heading to Paris in July. Over 10,000 athletes will be throwing, swimming, running, cycling, and more for the chance to grab a gold medal and write themselves into the annals of Olympic history. But with an estimated 15 million visitors planning to head to the event according to the Paris je t’aime tourist office, travelling to and within Europe for work will almost certainly be affected. In this article, we take a look at how the Paris Olympics 2024 might impact business travel and offer our expert tips and advice to help you keep your trip on course.
A New Traveller’s Guide to Better Business Trips
As a new business traveller, going on a business trip can be a daunting prospect. You are expected to ingratiate yourself with people from different cultures and embrace new ways of working. But it is also a highly rewarding experience in which you might meet lifelong connections and find opportunities to advance your career. In this article, we give our top tips to making the most of a business trip both before you leave and during your visit.