Quick tips to achieving Diversity, Equality and Inclusivity in your corporate travel programme

As organisations continue to invest in an inclusive and diverse workforce, it’s important to reflect this in your ravel porogramme, ensuring your policy includes DE&I best practices.

Diversity includes race, gender, ethnicity, age, religion, sexual orientation, and mental and physical disabilities. All of these must be taken into careful consideration when devising your travel programme. But a successful policy is also about meeting an employee’s unique needs and preferences, including dealing with potential risks or challenges they face at work or on business trips.

If you’re just starting out on incorporating inclusivity in your corporate travel policy, then this blog is for you! Let’s get you started with our six super quick tips on what to consider when building an inclusive travel programme.

It’s not hard to identify potential winners from American Express Global Business Travel’s proposed deal to acquire CWT, besides GBT itself, starting with the largest remaining competitors. Nor is it hard to see some of the losers, firstly global companies that manage travel and would have one fewer option next time they look for a provider. In its announcement, GBT claimed customers would get more choices, but that’s all from GBT. What if you don’t want GBT?

Some picked competing TMCs to avoid GBT. Some, like CWT client Visa, compete directly with GBT part-owner Amex Co. CWT’s cooperation with Spotnana appealed to some clients, but that partnership may not survive the new ownership

Buyers at CWT accounts receiving considerable attention wonder if that will change in GBT’s much larger stable. What about contract terms, service configurations and pricing? Companies doing due diligence on GBT’s tools and systems may take the opportunity to review the whole market

“The question we’re getting from our CWT clients is, ‘What should I be doing in the interim?’ ” said Areka Consulting SVP Charlie Bacharach. “Our advice is to look at contracts and meet with internal legal folks to know the options while waiting for the deal to get finalized. If you’ve got concerns about the deal, start putting some feelers out to alternatives. Start learning what the alternatives may be from a TMC and a tech perspective. Get smart quickly so you’re not caught flat-footed when this gets consummated.” GBT expects that to happen in the second half of the year.

American Express Global Business Travel’s acquisition of CWT has many implications for clients.

The other remaining “mega” global TMC is BCD Travel. It should expect more looks from buyers assessing options, especially for global programs. Otherwise, a lot depends on a company’s travel patterns and program needs. The very largest programs have no other similar contenders to consider, though Corporate Travel Management and Flight Centre’s FCM likely will draw interest

“I think CTM and Flight Centre will be included more and more for multinational contracts,” said MW Consultancy’s Martin Warner. “BCD are potentially a big winner out of this.”

“We’re seeing some procurement decisions to avoid the single award model and instead look by region,” said Partnership Travel Consulting founder and CEO Andy Menkes. A split award lets stakeholders in each region have their say, “and from a competitive standpoint, it keeps players on their toes.

The issue of ownership versus partnership in key markets is paramount, with technology prowess, data quality and systems integration also important. According to Bacharach, all of that is getting better around the industry, allowing for new ways to think about program globalization.

“Some of the corporates we are working with are taking more of an integrator approach, where they’re looking at what’s best for them in each of the markets and are less concerned about being homogenous in terms of the TMC,” he said. “They’re taking the approach of, ‘Let me assemble the best components, and I’ll be the integrator and manage it, as opposed to asking one TMC to do it on my behalf.

Bryan Holmes, founder of TMC sourcing platform Bid Logic Solutions, cautioned buyers to recognize that such a strategy may require lots of internal work. “My consideration of whether I would parse out to different suppliers, first and foremost, would be the finite resource of your time and the people overseeing multiple TMCs and being able to manage it,” he said. “Even if you have the right players, if they are not managed, they’re not the right players.”

Katie Raddatz, who worked for nine years in the CWT Solutions Group consulting arm before starting her own consultancy, NuPath Strategies, also noticed a more “open mindset” for such a strategy and agreed that managing multiple providers can be challenging

“There has been lots of shuffling between CWT and other large players in the industry over the last couple of years; some clients left one agency because they were not pleased,” and now they’re disappointed with the news, she said. “From a competitive standpoint, there are opportunities for other TMCs to take advantage of the distraction or previous dissatisfaction.”

Still, switching TMCs can be costly and painful, and Raddatz said there was a lot to like about a stronger GBT, including stability and culture. She suggested that by moving from a privately owned provider to a publicly traded one, CWT clients finding a new home with GBT will see a “shorter runway” for demonstrating results

“If something is not working, they will change it, and that was not necessarily the approach of CWT,” she said. “From a buyer standpoint, the impatience of things not getting better or addressed in a reasonable timeframe will change.” Raddatz believes a blend of GBT’s and CWT’s expertise in the consulting and meeting and events realms should benefit clients

Warner thinks most customers would “probably not” see this as an opportunity to reexamine the market. “Many had done so recently,” he said. “Some had already moved. GBT is probably the biggest winner here. CWT customers wanted more security around the state of its finances. GBT will pour immense effort into retaining them. They did a brilliant job with that in the HRG transaction.

It would not be surprising to see CTM or Flight Centre make moves to expand global footprints and capabilities, or to see others make a play for big accounts

Menkes said buyers also should include in expanded bidder lists the likes of ATPI, anchored in the United States by Direct Travel (recently acquired by Spotnana’s investors, according to an April 2 announcement), and Gray Dawes, which made acquisitions in Australia and the United States last year, and in the Netherlands this year. Navan claims a presence in 40 markets.

“In certain situations, this could open up a seat to an emergent TMC or a midmarket TMC that has a compelling technology offering that may not have had a seat in that bid before,” Holmes said.

As the age of big reservations centers gives way to remote working arrangements, “that opens the door for more than the top four or five competitors,” said Menkes.

That could appeal to buyers looking for fresh ideas. “What’s at stake goes beyond the merger; it’s about the trajectory of innovation in our field,” according to Greeley Koch of 490 Consulting. “CWT had been focused on modern retailing, adopting platforms like Spotnana and enhancing offerings for their clients. Now, the question I hear travel managers raising is: ‘Will GBT uphold this momentum?’ Travel managers are not settling for the status quo. The marketplace demands transformative change, not merely more of the same.”

Any shake-out in partner networks also could impact buyer selection.

In markets where neither GBT nor CWT owns their operations, presumably only one partner would stay in the fold. This happened when GBT bought HRG. “A lot of those partners ended up going to the Travel Leaders network,” noted Bacharach, who was sales VP at Travel Leaders Corporate before joining Areka in January.

What’s to come in a given market may be determined by regulators. Not many expect U.S. authorities to derail the deal. Even with the biggest possible combination of two players — serving a large number of large corporates and also most of the federal government — the managed travel market is fragmented and features new models and types of competitors. The overall market for travel services is even more competitive.

Observers pointed to France, Spain and the United Kingdom as potentially problematic.

“Getting this through the competition authorities might be trickier in Europe,” said Warner, a former CWT executive. “They both have a lot of market share in France. There may be some conditions put on the deal by certain countries. Clearly, they think they have no problem in the U.S.”

According to Tony O’Connor, managing director of the Butler Caroye consultancy, GBT with CWT would enjoy market shares in some countries that reach a “tipping point” at which others cannot effectively compete, warranting regulatory intervention, he wrote by email.

MW Consultancy’s Martin Warner discusses GBT-CWT merger. MW Consultancy’s Martin Warner GBT’s “competitive advantage through resources and superior commission deals with airlines and hotels could put competitors in a worse financial position and drive further takeovers and collapses,” according to O’Connor.

“If anyone ever had a chance of squeezing supplier revenue, even with AA’s new strategy, it would be GBT with the share and influence they’ve got,” said Warner. “The future for smaller and midsized TMCs isn’t great if airlines accelerate their attempts to disintermediate.”

According to an analysis by T2RL published last month, scrutiny would come only if regulators view the market specifically as “established global TMCs which operate in close cooperation with the GDSs.”

Warner said he had never heard of a regulatory authority defining the market that way. He also believes that recent market developments and airline distribution changes, particularly coming from American Airlines, would support an argument by GBT’s lawyers that the market is larger and more diverse, including unmanaged and small and medium-sized enterprises.

T2RL called regulatory scrutiny unlikely.

“In fact, on current trends, it is likely that regulators will be relaxed if there is further consolidation in this space,” the airline and tech consultancy wrote.

“Future growth in the market for travel management is likely to be predominantly with the new-generation players that are riding the wave of distribution technology, starting with NDC but certainly not finishing there. … In the end, the acquisition of CWT by its bigger competitor may prove to be less important than the shifting strengths of the new versus the traditional providers of travel management services.”

China’s Trading Partner Status

Office of National Statistics Stat’s

Prior to embarking on a business trip to China, it is essential to ensure that all necessary health vaccinations are up to date. While the specific requirements may vary, it is advisable to consult with a healthcare professional or visit a travel clinic for the most accurate and up-to-date information. Common vaccinations recommended for travellers to China include Hepatitis A and B, typhoid, influenza, and routine vaccinations such as measles, mumps, and rubella. Visa requirements for China can vary based on the purpose and duration of your visit. Most business travellers will need to obtain an “M” visa, which allows for business-related activities such as attending conferences, meetings, or negotiating contracts. It is important to note that obtaining a visa for China can be a lengthy process, so it is advisable to plan well in advance and consult the Chinese embassy or consulate in your home country for specific guidelines and requirements. See below for more details or contact your Gray Dawes Travel Consultant or Account Manager for further information. ​

Today, visitors to China can expect a organised and disciplined approach to public health and safety. While some precautions remain in place, such as wearing masks in crowded areas and regular temperature checks, the country has largely resumed its bustling business activities. The renowned Chinese hospitality industry, known for its exceptional service, has also adapted to the new normal, implementing stringent hygiene protocols to ensure the safety and well-being of guests.

Traveling within China is a seamless experience, thanks to the country’s extensive transportation network. High-speed trains connect major cities, making intercity travel efficient and comfortable. Modern airports facilitate domestic and international flights, while well-maintained highways and roads provide convenient options for road travel.

Furthermore, China’s cultural treasures and natural wonders continue to captivate visitors. From the Great Wall to the Terracotta Warriors, the country’s historical sites offer a glimpse into its rich past. The modern skylines of cities like Shanghai and Beijing showcase China’s contemporary architectural marvels, while serene landscapes such as the karst mountains in Guilin or the picturesque lakes in Hangzhou provide respite from the urban bustle.

Travelling To China

From 29 April 2023, China has changed its COVID-19 entry requirements for all travellers entering the country. You must undertake a lateral flow/rapid antigen test 48 hours before boarding your flight. You must declare your negative test result by filling in the Health Declaration Form via the China Customs website, or through the China Customs App or WeChat account.

Airline officials will no longer check test results. However, upon arrival in China your test result may be checked by officials at customs.

Passengers entering China displaying symptoms of fever, or with an abnormal Health Declaration, may be asked to undertake a rapid antigen test on arrival. Those who test positive will be asked to wear a mask and may be advised to self-isolate whilst symptoms remain (although there is no mandatory self-isolation for COVID-19).

China’s significance as a business travel destination cannot be overstated. Its immense market potential, business-friendly environment, and impressive infrastructure make it an ideal choice for companies looking to expand their global reach. While the pandemic has undoubtedly impacted travel, China has taken decisive measures to control the spread of COVID-19, resulting in a return to normalcy for business activities.

To ensure a smooth business trip, it is crucial to stay informed about the latest health vaccinations and visa requirements. By following the necessary protocols and leveraging the expertise of travel professionals, business travellers can embark on a fruitful journey to China, seizing the countless opportunities it presents.

As the world continues to recover and reshape itself, China remains a steadfast beacon of growth and innovation. With its unique blend of ancient traditions and modern progress, it beckons business travellers to explore its dynamic landscape and forge new partnerships that will shape the global business landscape of tomorrow.

The 4 Key Findings

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While businesses agreed that virtual meetings are a viable substitute, they do not replace the need for in-person meetings.

In-person client meetings were preferred to virtual equivalents, with 79% of businesses favouring face-to-face appointments. This preference was also evident when respondents were asked about recruitment meetings. Over two-thirds of companies in the study said that in-person interviews allowed them to build relationships with potential colleagues quicker.

Firms strongly believe travel is key to building essential business relationships.

It was found that companies who participated in business travel overwhelmingly agreed that the return of investment from travelling outweighed the financial cost of making the trips. Most companies strongly agreed that business travel facilitates knowledge sharing, idea creation, and innovation, with 70% of executives finding business travel important to increasing profits and sales.

Traveling for work can be an exciting opportunity to explore new places and expand your horizons, but it can also be stressful and draining.

Long hours, jet lag and disrupted routines can take a toll on your health, leaving you feeling drained and overwhelmed.

To help you stay healthy and maintain your wellbeing while traveling for work, here are seven tips and strategies to keep in mind.

First, prioritise your sleep. Jet lag can be a major challenge when traveling, and it can be tempting to stay up late or rise early to make the most of your time in a new place. However, getting enough sleep is essential for maintaining your health and wellbeing. Try to establish a sleep routine as soon as possible, and avoid caffeine, alcohol, and screens before bedtime.

Second, stay hydrated. Air travel can be dehydrating, and it can be easy to forget to drink enough water when you are on the go. To help stay hydrated, carry a refillable water bottle with you, and make a habit of drinking water regularly throughout the day. Staying hydrated will help you feel better, maintain your energy levels, and reduce your risk of illness.

Third, maintain a healthy diet. Traveling can be a tempting time to indulge in rich foods, snacks, and alcohol, but these choices can quickly add up and take a toll on your health. Try to make healthy food choices when you are on the road, and seek out local produce, whole grains, and lean protein sources. Keeping healthy snacks on hand, such as fruit, nuts, or yogurt, can help you avoid the temptation to snack on junk food when you are feeling hungry.

Fourth, stay active. Exercise is a great way to boost your energy levels, maintain your wellbeing, and reduce stress while you are on the road. Even a short walk, yoga session, or workout at the hotel gym can help you feel better and stay on track. If you are short on time, try to get up and move regularly throughout the day, take the stairs instead of the elevator, or take a break for a quick stretch when you are feeling tired.

Fifth, prioritise self-care. Traveling for work can be stressful, and it is important to make time for self-care and relaxation. This can include activities like meditation, reading, or taking a relaxing bath. Whether you have 10 minutes or an hour, making time for self-care can help you recharge, reduce stress, and maintain your wellbeing.

Sixth, stay connected. Being away from home, friends, and family can be isolating, and it is important to stay connected with those you love. Use technology to stay in touch, and make time for video calls, text messages, or emails to maintain relationships while you are on the road.

Finally, be mindful of your mental health. Traveling for work can be stressful and challenging, and it is important to be mindful of your mental health and seek support if you need it. This can include talking to a trusted friend, seeking the help of a professional, or taking advantage of online resources or support groups.

Five reasons why booking your hotel at the same time as your flight is always a good idea.

If you’re arranging a business trip which requires you to book a flight and stay overnight here are five reasons why it’s always a good idea to book your hotel at the same time. It’s what Travel Management Companies (TMCs) call hotel attachment… and it has nothing to do with how you emotionally feel about the property. 

When arranging business travel, booking a hotel at the same time as booking a flight is important for several reasons. Of course, ‘hotel attachment’ represents a revenue generating opportunity for TMCs, but the benefits for the traveller and their business are far greater.

By booking a hotel and flight at the same time, you can save time and avoid the hassle of searching for a hotel separately. This can be especially helpful when traveling to a new city or country, where you may not be familiar with the area or the hotels available. The Travel Consultant will be able to advise on the most suitable hotels for your trip, being able to search and offer suggestions based on location (ie: close to your meeting point or office), price (to ensure the booking stays within travel policy parameters) or requirements (eg: if you need specific features such as business centre services, entertainment or meeting venue facilities).

TMCs can save you money on multiple levels. Adding a hotel reservation and additional trip requirements, such as car hire, lounge access and even rail transfers to the same booking as a flight, all at the same time, results in even greater efficiencies. Of course, bundling a hotel with a flight booking also means you’re able to enjoy the TMC’s exclusive corporate rates and trade discounts, meaning you’ll always get a better deal by booking a flight and hotel together with your TMC than by doing it yourself at a later date. And, again, your TMC will ensure only hotels that are within your travel policy are available to book.

Here at Gray Dawes, we can secure package rates from suppliers such Expedia, where putting flights with the hotel booking can save up to 15% on the cost of accommodation.

By booking a hotel at the same time as booking a flight, you can ensure that you have a place to stay when you arrive at your destination. This may sound a little obvious, but it’s particularly important if you are traveling during peak travel times or to a popular destination where hotel rooms can be in high demand. For example, anyone involved in the fashion industry will tell you that getting to New York for the show isn’t the problem but finding a hotel room, unless you’ve booked well in advance, is a different story. So, don’t delay in securing a hotel; book it at the same time as your flight.

Booking your hotel and flight together can make it a lot easier to manage your expenses for your business trip. It can be difficult to keep track of separate receipts and invoices for flights and hotels, but booking them together can simplify the process and make expense reporting easier. And if you’re working to a specific budget, your TMC can ensure this is all covered in a single transaction.

Of course, attaching a hotel to a flight booking doesn’t just benefit expense reporting, but also data management of your entire corporate travel programme. If hotel bookings go rogue, you can’t manage what you can’t measure!

Accommodation is a vital part of managing travel risk, to the point that the hotel industry was deeply involved in the creation of “ISO 31030 – Risk Travel Management: Guidance for Organisations” – the new travel risk management standard. The guiding principle of ISO 31030 is that a Travel Risk Assessment is fundamental to comply with obligations of Duty of Care. Check out our blog on ISO 31030 to find out more.

The ISO 31030 means international businesses go from a lack of understanding and unpreparedness for risk situations to having a well-thought-out critical travel risk management strategy. The hotel industry was the expert travel industry group, outlining issues of hygiene, fire safety, and general travel safety. The hotel industry helps to ensure that accommodation is fit for business purposes, meaning they are constantly aware of risk avoidance, reduction, and risk-sharing.

Beyond this, of course, is that organisations have a fundamental corporate social responsibility to know where their staff are when travelling for business. By booking the hotel and flight together, a TMC can record, track and monitor the status of the traveller and their location seamlessly. So if an emergency happens – and even if it doesn’t – you can rest assured that your travellers stay safe.

So, there are the five compelling reasons why it’s always best practice to attach a hotel booking to a flight reservation which requires an overnight stay. But, always keen to over deliver, we actually have a sixth reason which we’ve tried to incorporate in all the above, but it is work a shout out in its own right. And that is Policy Compliance.

By booking the hotel at the same time as the flight, you’ll be sure that your TMC will only offer you the right properties which are included in your organisations travel policy – that means you’ll stay in budget with agreed corporate rates and maybe also earn reward points as part of a preferred hotel deal that’s already been set up. If the hotel is booked at a later date, or left to the traveller to arrange, these benefits (and compliance) can easily be lost.

Travel costs are rising due to inflation, oil price increases and salary hikes driven by an industry-wide talent crunch, but there are several mechanisms that travel managers can put in place to control spend and return to the halcyon days of 2019, according to Warren Dix, chief commercial officer at UK-based travel management company, Gray Dawes.

To bring travel spend down and return to 2019 levels, companies need to reduce costs by 14 per cent, Dix said while assessing air fare increases over the last three years during a webinar hosted by the TMC on Thursday (13 October).

The ‘key pillars’ to driving down cost, according to Dix, are online adoption, advanced purchasing, managing ticket flexibility, strong approval processes to ensure compliance with travel policy, implementing a hotel programme with negotiated rates, and regularly reviewing policy.

“Make sure you have full access to NDC content within your booking tool or via your TMC because we never want a traveller to say ‘I can find a cheaper flight on the internet’,” he said.

To make the most of a hotel programme, Dix recommended focusing on a concise number of hotels, driving spend to two or three hotels per location, in order to negotiate better rates.

Purchasing air tickets in advance can also create considerable savings, according to Dix. Booking a long-haul trip 21 days in advance, instead of a week prior to travel, can save up to 57 per cent of cost. Within Europe, if a long-haul air ticket is booked 14 days in advance instead of seven days, companies can save approximately 37 per cent.

“Those are really big numbers when we talk about savings,” he said.

Dix advised booking a non-refundable ticket rather than a fully-flexible fare as this can save up to 73 per cent on long-haul flights. And in cases where cancellation is a possibility, savings can still be made because “for the cost of fully-flexible ticket you can book three non-refundable tickets”. When it comes to rail, booking two advance single fares rather than a return fare can also reduce costs.

“You just have to be organised about it,” said David Oates, group procurement director at construction company Wates Group, which has a 95 per cent online adoption rate among its travellers and a directive towards advance bookings.

Communicating the benefits behind new purchasing processes can also help to overcome traveller push-back.

“We just treat [travel] as another category of spend, and we try to implement the same principles across all our categories,” Oates said.

To ease pressure on travellers, Dix advised implementing one or two changes instead of tackling the entire travel budget.

“Rather than attacking everyone in the travel programme, target 36 per cent of your overall travel programme,” he said, “this will get you back to a reasonable state of play”.

“With the correct management inclination and good analytics, you can start to target different groups or cost centres within your organisation,” he added.

“There are savings to be made, but you have to be willing and able to do it.”

Lauren Arena | Reporter • BTN Europe | 13 October 2022