The Power of AI for the Business Travel Industry is Yet to be Fully Realised…

In today’s fast-paced world, where efficiency and productivity are more important than ever, AI is emerging as a game-changer in the realm of corporate travel. From streamlining bookings to enhancing traveller experiences, the potential for AI to transform the way we navigate the business travel landscape is immense. In this article, we take a look at 5 ways AI may – and already is – revolutionise the industry, offering a brief look into a future where truly intelligent technology has unlocked new doors hitherto unnoticed.

In Summary

Business travel is on a course to become intertwined with the transformative power of AI. The possibilities are endless, from the seamless integration of AI-powered biometrics for efficient identification processes to the utilisation of augmented reality for aircraft repairs.

AI-driven hotel check-ins and concierge services also have the potential to elevate the traveller experience, while hyper-personalised itineraries hint at a future where individuals are treated as individuals. Though it is still too early to predict exactly how AI will evolve, the possibilities inherent in the technology, and its impact on the business travel industry, is very clear. Now it’s time to wait and see, though we suspect we won’t be waiting too long!

WATCH ON-DEMAND

Learn more about the future of business travel technology and AI from our very own Chief Technology Officer, Sophie Taylor, in episode 9 of our Travel Talks webinar..

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.

Inflation is at record levels and the cost-of-living crisis is becoming an ever more real threat to many organisations.

We turn our analytical spotlight closer to home to explore the potential of a cost-of travel crisis facing many UK businesses today, and we present a range of practical, inflation-busting measures you can put in place to mitigate this.

Let’s begin with a little understanding; what actually is inflation? In short, inflation is a persistent rise in prices over time, affecting the cost of goods and services, and ultimately reducing the purchasing power of money. The travel industry is no exception to this, and businesses that travel for work purposes can be significantly impacted by inflation, particularly when it comes to airline fares and hotel rates. In this blog, we will examine the impacts of inflation on business travel and its supply chain and explore how this affects prices for airline fares and hotel rates.

One of the primary impacts of inflation on the business travel supply chain is the increase in the cost of goods and services that are required to operate the industry. This includes fuel costs, staff costs, and the costs of raw materials used in the production of goods and services. As these costs increase, airlines and hotels must raise their prices in order to maintain profitability, which can result in a direct increase in the cost of airline fares and hotel rates, as well as rail.

In addition to direct impacts, inflation can also have indirect impacts on the business travel supply chain. For example, inflation can lead to higher interest rates, which can increase the cost of borrowing and reduce consumer spending. This can reduce demand for travel, leading to lower revenue for airlines, rail operators and hotels. Inflation can also lead to currency devaluation, making imports more expensive and putting additional pressure on the travel industry to raise prices to compensate for their increased costs.

Another factor to consider is the increase in the cost of labour. As we’re seeing every day in the news, as the cost-of-living increases, employees may demand higher wages, which can increase the cost of providing services; this is particularly prevalent within the current rail disputes over pay and conditions. This can also result in a reduction in the profit margins of these companies, as they struggle to maintain their profitability in the face of rising costs. For the traveller, this not only means increased prices but also potential disruption due to strikes and other industrial action which can adversely affect the running and reliability of services.

How Prices Will Be Affected in 2023

In terms of airline fares, inflation can have a major impact on the prices that consumers pay for travel. Airlines must pass on the increased costs of goods and services to their customers, and this often results in higher ticket prices. This can make air travel more expensive for businesses, reducing the number of trips that are taken and the amount of revenue generated by the airline industry. Similarly, inflation can also have an impact on rail and hotel rates. Hotels must also pass on their increased costs to consumers, and this can result in higher room rates.

At Gray Dawes Travel, we understand the importance of managing the cost of business travel, particularly in the face of rising prices due to inflation. Our team of experienced travel consultants is committed to finding the most cost-effective travel options for our clients, and we work closely with airlines and hotels to secure the best rates. In addition, we’re able to consult on alternatives to travel as part of your wider corporate travel policy. For example, options such as video conferencing and alternative modes of transportation, to help businesses minimise their travel costs and reduce the impact of inflation on their bottom line.

How To Bust Inflation for Business Travel

The key drivers to combating the effect of inflation on business travel and to control costs are:

• increasing online adoption
• purchasing travel in advance as much as possible
• managing ticket flexibility
• ensuring your have strong approval processes to drive compliance with your travel policy
• implementing a hotel programme with negotiated rates

Air

Purchasing air tickets in advance can also create considerable savings. 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. If you’re able to do so, we advise 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 ensure you have full access to NDC (New Distribution Capability) content within your booking tool or via your TMC.

Hotel

To make the most of a hotel programme, we recommend focusing on a concise number of hotels, driving spend to two or three properties per location, in order to negotiate better rates. Again, booking in advance will secure better rates.

Rail

When it comes to rail, booking two advance single fares rather than a return fare can also reduce costs. It’s about being as organised as possible to reap the benefits of this approach.

Communicating the benefits behind new purchasing processes can also help to overcome traveller push-back. Try implementing one or two changes instead of tackling the entire travel policy. With the correct management inclination and good analytics, you can start to target different groups or cost centres within your organisation.

Of course, our strong affiliation with the BTA – Business Travel Association – is a vital route to government for us and the wider business travel industry. Chaired by our very own CEO, Suzanne Horner, the BTA is the representative association for the business travel community and travel management companies, with their TMC members accounting for over ninety percent of all managed travel booked in the UK. The BTA’s industry partners are all influential travel industry suppliers including airlines, airports, accommodation companies, rail, car rental, technology, payment and ancillary product providers. Working with members and industry partners, the BTA raise the profile of the vital role business travel plays in the broader economy. This includes facilitating leading industry events, commissioning surveys and research and lobbying organisations that can impact and influence our industry; including suppliers, UK Government and EU legislators.

The impacts of inflation on the business travel supply chain can be significant, affecting the prices of airline fares and hotel rates. The rise in the cost of goods and services, along with indirect impacts such as higher interest rates and currency devaluation, can make travel more expensive for businesses, reducing the number of trips that are taken and the amount of revenue generated by the travel industry. However, by working with a trusted travel management partner like Gray Dawes Travel, businesses can minimise the impact of inflation on their travel expenses and maintain their ability to travel for work purposes.

Our team of experts is dedicated to finding the most cost-effective travel options, and we are always here to help you navigate the challenges of business travel. Get in touch today to discuss how we can help you bust business travel inflation.

Stylish bedrooms and suites, two vibrant bars and a lively Hard Rock Cafe. Sleek, spacious and brand new, rooms are fit for rockstars with Nespresso machines, 42-inch flat screen LCD TV and handcrafted Hypnos bed.

Located at Charing Cross and Marble Arch with the new Amba Hotel Grosvenor now open at London Victoria. Amba aims to exceed guest expectations, with luxury inclusions as standard from smart TVs to Nespresso® machines and complimentary soft drink mini-bars.

Iconic luxury hotels situated in London’s finest locations. For breathtaking views opt for The Tower Hotel overlooking Tower Bridge and the River Thames. For a unique historical venue chose The Royal Horseguards Hotel. Here you’ll find gorgeous high ceilings, glittering chandeliers and spectacular views over the River Thames and London Eye.

Trust Thistle for a comfortable stay giving you everything you need to get the most out of your stay – big breakfasts and top quality beds.

A refreshing return to what every hotel stay should be; flawless comfort, thoughtfully delivered. The Clermont delivers exceptional hospitality and service, with a warm and distinctly human touch, every time.

The Clermont offers two outstanding upper upscale hotels in the heart of London.

The Clermont Charing Cross, this Grade II listed building combines ornate period charm with all the modern comforts you’d expect. Situated on the Strand at Charing Cross Station, we’re just a few steps from the most central point in London.

The Clermont Victoria is one of the country’s most impressive railway hotels. Grade II listed; we’ve worked closely with experts from English Heritage to preserve its unique architectural features.  With direct access to Victoria Station from the concourse, the Circle, District and Victoria lines are but moments away. 

Need inspiration for your next hotel stay? Or how about a venue for your next corporate event?

The hotel collection pride themselves on catering for the specific needs of business travellers and hosting corporate events which will stand out from the crowd. Stylish and creatively flexible hubs, the genuine warmth of these family-owned hotels makes them a natural venue in which to bring people together.

Post Pandemic Renovation

The Doyle Collection’s newly renovated rooms were completed during the pandemic, including the extensive renovation at The Dupont Circle in Washington, D.C. This stunning refurbishment includes a new bar and restaurant designed by Martin Brudnizki, a beautiful lobby and completely updated guest rooms and suites throughout the entire hotel.

The newly renovated Penthouse Suite features two bedrooms, making it one of the largest in the city at 1,980 square feet. Guests can also marvel at beautiful views of the Washington Monument, courtesy of the 590 square feet heated outdoor terrace.

Closer to home, the Doyle Collection refurbishment programme also included The Kensington and The Marylebone properties. Their stylish new rooms and suites feature contemporary features, Italian marble bathrooms and statement wallpaper!

The Bloomsbury

Speak to your Account Manager to add The Doyle Collection to your corporate hotel programme, or book your Doyle experience via your team of Gray Dawes Travel Consultants. Contact us

To help you navigate the changes of business travel, we’ve created the brand-new Traveller Toolkit. This invaluable online resource is packed full of easy-to-use guides and checklists for every stage of every journey. We detail exactly what you need to know and do before, during and after your trip in a post-pandemic, post Brexit world.

You can even check the travel restrictions and health status of your destination with our comprehensive COVID-19 Country Tracker, updated five times daily to ensure you have the very latest information to help keep you and your travellers safe.

Travel is changing. With common sense and a good TMC behind you, travellers can have the confidence to once again take to the skies. It’ll soon be back business as (un)usual.

Premier Inn – making business travel a breeze

For this month’s ‘Moving Forward’ Newsletter Competition, we’ve teamed up with our good friends at Premier Inn to bring you a fantastic prize. We also caught up with what’s been happening at Premier Inn for business travellers…

Premier Inn has over 800 hotels in major cities, close to airports, train stations, exhibition centres and meeting destinations – everywhere you need to be. All of their hotels have a restaurant and bar on-site or just next door, offering business travel guests everything from the famous Premier Inn all-you-can-eat buffet breakfast to their great value Meal Deal. Making business travel a breeze, Premier Inn also give their guests a choice of rooms to suit their needs.

Thank you to our friends at

To help you navigate the changes of business travel, we’ve created the brand-new Traveller Toolkit. This invaluable online resource is packed full of easy-to-use guides and checklists for every stage of every journey. We detail exactly what you need to know and do before, during and after your trip in a post-pandemic, post Brexit world.

You can even check the travel restrictions and health status of your destination with our comprehensive COVID-19 Country Tracker, updated five times daily to ensure you have the very latest information to help keep you and your travellers safe.

Travel is changing. With common sense and a good TMC behind you, travellers can have the confidence to once again take to the skies. It’ll soon be back business as (un)usual.