How to be the Smartest Business Travel Booker in the Room
stay one step ahead of the game with our top tipsThe role of a business travel booker cannot be overstated. Every journey holds the potential to shape an organisation, foster growth, and fortify relationships with clients and stakeholders. However, navigating the labyrinth of business travel demands more than just a keen eye for flight times and hotel prices; it requires a mastery of the art and science of the industry.
In this guide, we give our top tips to help you stay ahead of the business travel game and become the smartest business travel booker in the room. We highlight the importance of having access to comprehensive travel content, extol the benefits of advance booking, reveal the secret to getting the best rates on flights, and give you tips to save money on hotels.
Have You Got All of the Content You Need?
When it comes to business travel booking, content is the undisputed king. Make sure that your travel management company (TMC) is offering you all of the content you need, all in one place. Without access to clear and comprehensive content, you risk missing out on the very best rates across your entire journey.
Remember though, it’s about quality AND quantity. There’s no use in having thousands of travel options if not one of them fulfils the wants and needs of your travellers. At Gray Dawes, we deliver content from a variety of quality sources that we completely tailor to you. This includes content from recognised travel retailing sites such as Booking.com and Expedia as well as direct from airline, hotel, and rail suppliers, traditional GDS, web rates, NDC, and more.
TOP TIP
Make sure that the content offered covers the whole of your trip. At Gray Dawes, we offer a fare desk from the time of ticketing right up until 24 hours before you leave, ensuring that the lowest costs are maintained throughout.
Are You Booking in Advance?
One of the biggest cost-saving measures any business travel booker can make is to book their travel with plenty of time to spare. It is recommended to book your travel at least 90 days in advance to get the very best rates available – sticking to this timeframe could save you around 52% on domestic flights, 40% on European flights, and as much as 38% on international flights.
But try to think further than “How am I going to get to the airport?” Figure out where you need to stay, whether your traveller will need any assistance at the destination, and what contingency plans you might need in case of an emergency. Use the knowledge and full experience of your travel consultant to get everything you need locked down long before your travellers leave.
Are You Getting the Best Rates For Your Flights?
Securing flights that keep both the budget and travellers happy can be tricky. Sometimes, when faced with little option, travel bookers will sacrifice one or the other to get their travellers off the ground. This satisfies nobody – the company are left out of pocket or the traveller is left to reflect on an unfulfilling trip.
Don’t settle for less. On average our Gray Dawes Fares Programme consistently saves our travel bookers over £250 against traditional GDS airline content on long-haul flights. These savings, when combined with our commitment to traveller well-being and experience, mean that we can guarantee the best prices and a trip to remember.
Watch Now
Check out our Travel Talks webinar about how to effectively control your corporate travel costs with our very own Chief Commercial Officer, Warren Dix, and David Oates, Group Procurement Officer of Wates’.
Does Your TMC Offer Negotiated Rates for Hotels?
Find out if your TMC has long-standing relationships with hotel providers so that you can take advantage of specially negotiated rates. These rates will be exclusive; they can be tailored to suit your specific needs and budget. But don’t ignore content from travel retailers such as Booking.com. Your TMC should work closely with these parties too.
At Gray Dawes we deliver a unique content strategy that allows us to source the best rates from Expedia and Booking.com as well as the GDS and our own negotiated rates. We leverage our knowledge of the hotel industry to help you manage cost. For example, did you know you can save up to 15% on accommodation when you book at the same time as your flight to create a single bundled travel transaction?
TOP TIP
Avoid hotel stays on Tuesdays, Wednesdays, and Saturdays. You can save up to 27% by staying on a Thursday night in Europe.
In Conclusion
Business travel booking is not merely a matter of logistics. As highlighted throughout this guide, success hinges on knowing the industry and staying ahead of the curve.
By ensuring you have access to all-in-one travel content, booking in advance to capitalise on cost-saving opportunities, securing the best rates for flights, and taking advantage of negotiated hotel rates, business travel bookers can help save their organisation money, enhance the traveller experience, and position themselves as indispensable assets.
Related Articles
Beyond the Boardroom
Unlocking the Future of Business Travel For too long, business travel has been misrepresented as the exclusive domain of C-Suite executives and international flights. But the Business Travel Association (BTA) saw a different picture emerging - one rooted in everyday...
How Do Gen Z Travel for Business?
As more and more members of Gen Z enter the workforce, businesses want to understand what makes them tick and tap into their potential as new employees and customers. For Gen Z, business travel isn’t just about meetings and clocking miles – it’s about purpose. In this blog, we explore how Gen Z might approach business travel differently from previous generations, what values influence their travel behaviours, and the key takeaways for travel managers and bookers looking to serve them better.
6 Signs You Need a TMC
As your company grows, so do the demands of managing business travel. What once worked for a small team can quickly become a logistical headache – missed savings, compliance gaps, and limited support for employees on the move. This article outlines six clear signs it’s time to partner with a TMC. From rising travel costs and missed duty of care obligations to the complexities of international expansion, we’ll explore how a TMC can bring structure, savings, and peace of mind to your business travel programme, so you can focus on growth while your TMC handles the rest.
CALL US
08448 553700
+44 (0) 1206 716111 (if outside the UK)
EMAIL US
ALWAYS HERE
Mon – Sun, 24 hours a day
LET’S TALK
Fill in the form below and we’ll get back to you as soon as we can.