Perhaps the average person is travelling less these days for leisure, but business travel has returned to pre-pandemic levels. However, oil prices, global political uncertainty, the Canadian dollar’s low value, and labour disputes have inevitably resulted in higher costs for necessary business travel.
Your business trip need not be a trial financially if you plan and budget strategically.
Planning Your Business Trip Accommodations
Consider staying at a hotel or VRBO/Airbnb based on your budget, trip duration, and proximity to necessary locations.
Tips: Conference hosts often offer discounts on rooms at the event venue. Find a hotel within walking distance if it’s out of your budget. Look for a hotel near higher end hotels such as a Fairmont, Four Seasons or other 4 to 5 Star hotels as they typically are in very safe areas. Also, ask the people you are visiting for recommendations.
Transportation
Evaluate options based on price, time, sustainability, comfort, and remember safety.
Tips: Set up an Uber for Business account to track spending and book hotels with free shuttles. Google can also be used to estimate cab fares. Select your starting point and destination, then tap “Rides” to see a list of ride-service providers and their estimated prices and times. Once you determine daily travel costs, revisit whether paying more for your accommodations makes sense to eliminate daily travel costs.
Food and Beverage
Budget for meals and choose hotels that include breakfast. For a conference in Canada, budget about $50 to $100 per day for food, depending on whether you’re eating at restaurants or opting for more budget-friendly options and whether the conference includes any meals.
Here’s a more detailed breakdown:
- Conference-Provided Meals
Many conferences include some meals (breakfast, lunch, or snacks) in the registration fee, so confirm what’s covered before budgeting. - Restaurant Meals
If you’re dining out for all meals, expect to spend roughly $50 to $100 per day, depending on the type of restaurant and your dining choices.
Budget-Friendly Options: Packing snacks, eating at local eateries, or cooking some meals if your accommodation has a kitchenette can significantly reduce your food costs. One reason I choose Air BnB is to save time in the morning and reduce the cost of coffee and breakfast. Remember your coffee and water travel mugs so you can fill them up when you arrive at the conference. - Networking Opportunities
Dining out with other attendees can also be a great way to network, so have a buffer in your budget for last-minute invites.
Tips: Be prepared for business meals that need to be expensed. Make sure your corporate card has plenty of room on it, and ensure you have the latest version. of software your office or bookkeeper prefers when submitting receipts on your phone before your trip.
Extras
Plan for roaming and WiFi expenses, conference costs, and visa requirements.
Contact your mobile provider in advance to get the best roaming package and set your phone NOT to connect to data automatically.
Today’s technology and immigration procedures are not likely to allow for the same issues we might have once faced years ago, such as forgetting to renew your visa and ending up in a foreign jail without a cell phone.
It’s more likely that a flyer from Canada accidentally packs CBD or cannabis products in their bag forgetting to check if it’s allowed in the country they are visiting. That could land you in jail as it looks conspicuous and can be considered a criminal act.
Ensuring Timely Returns for Business Meetings
Sadly, Canadian air travel is currently unreliable, with WestJet and Air Canada ranking last among North American carriers for on-time arrivals.
To mitigate this:
- Plan Ahead: Arrive a day or two before essential meetings if it’s in the budget for extra accommodation fees.
- Flexible Tickets: Purchase FLEX tickets that allow changes in date and time.
- Travel Agent: Use a travel agent for 24/7 support and quick solutions if plans change.
- Airline Apps: Ensure the airline’s app is on your phone for managing flights.
- Backup Plans: Always have a backup plan in case of changes.
Consider other transportation options. Driving or renting a car may be more affordable at times. In Ontario, the rail system from city to city is highly developed and inexpensive compared to flying. Going to the U.S. may be problematic, so an American carrier like Delta may work better. If you download the app Mobile Passport Control (MPC), the digital submission of passport info and custom forms can speed up the process of entering the U.S. Putting the extra effort into considering all possibilities is worth it for the peace of mind it offers when you need your energy for business transactions, not worrying about travel snags. Remember, you are on the go to build your business, not to be bogged down by the small stuff.
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