08/ 12/ 2005
by Vicki Gerson
Small-business owners who travel frequently know that travel costs can put a sizable dent in their yearly budget. While you want to cut back on expenses and economize, you still want your trip to be productive. Without being foolishly frugal, here are some tips to consider:
Canceled flights
During seasons of icy, snowy or stormy weather, it’s not uncommon to run into situations where your flight gets delayed, even canceled. Try to avoid long lines of angry people scrambling to get another flight. Get on your phone and call the airlines. The airline agents you’ll talk to are looking at the same computers as the agents behind the ticket counter. Be sure to always take the toll-free numbers of your regular airlines with you when you travel.
Ship it
When you’re traveling with heavy or bulky items, it pays to have them shipped to your hotel or conference center well ahead of time. Be sure to call the destination point and let someone know that the items are coming for a particular event and when they will arrive. The hotel or conference center should be glad to hold the items for you. The freight cost is worth relieving yourself of the trouble of dragging these items through the airport.
Shop around
When you’re making travel plans, shop around for the best deals on airfare or car rentals. One way to let the person on the other end of the phone know that price is important to you is to say: “I’m shopping for a car to use September 1st through the 5th in Los Angeles.”
Once someone gives you a price, always ask: “Is that the best price?” or “Is that the best you can do?” Then add: “I really hoped to get something a bit less expensive.” Don’t keep talking; just stay silent and wait for the person to answer you. Often, you’ll get a lower price than the first one quoted to you.
Get the best hotel price
Hotel managers want their rooms filled instead of empty at night. You can obtain many rooms at discounted rates through consolidation companies. These firms have contracts with hotels in major cities to buy rooms in large quantities for resale.
Other business travelers go on the Internet, put in a “low ball” price and get a choice of hotels in the particular city to which they’re traveling. This can work, unless a major convention is going on in that city, and rooms will be filled to capacity.
Some business travelers prefer to take chances. After 6 p.m., they’ll walk up to the front desk and ask for a room. Knowing the bookings are completed for the day, they’ll haggle and get a lower price than the one quoted.
Compare multiple airports
If you live or are flying into an area served by more than a single airport, comparison shop. Because airlines frequently run special trips to and from selected airports, you may save money.
Create one file for coupons or specials
Start a separate file for travel incentives or discount coupons. Many of these promotions can be money-savers. Review information in this file before making your travel plans.
Use a travel pouch
Too often business travelers misplace receipts needed for tax purposes. Purchase a travel pouch, so you can store all receipts in one place. This keeps you from stuffing them in pant pockets, jackets and overcoats and losing them.
