How to make your business trip comfortable and economical? Traveling to attend client meetings, conferences and training sessions can be tiring, especially when you arrive at your hotel after a long flight and find that the accommodations don't meet your expectations.
Fortunately, there are many strategies to enhance your travel experience while saving money. Take advantage of elite hotel status (VIP hotel flights) and airline members using smart booking practices, these tips will help you maximize convenience and minimize fees.
Book flights and hotels in advance
In my experience, airfare and accommodation are often the largest expenses on a business trip. Booking flights and hotels in advance can save you a lot of money, especially on international travel.
For example, when I attended a conference in Chicago last year, I booked air tickets and hotels three months in advance, allowing me to get round-trip air tickets at nearly 30% off the normal price. Here are some tips to save on airfare: Try to book a flight on a Tuesday or Wednesday, as these flights are usually cheaper than weekend flights. Monitor airline websites for promotional offers and use tools like Google Flights to compare and track prices.
Likewise, booking your hotel in advance can help you get lower prices. Booking directly through the hotel's official website is usually cheaper than third-party websites, which may add additional costs. Hotels like Marriott and Hilton often offer limited-time promotions and double points offers on their social media channels, so it might be helpful to follow them. In addition, some hotels partner with airlines to offer joint discounts, further reducing costs. By planning your travel expenses in advance, you can ensure comfort and savings within your budget.
Join airline and hotel loyalty programs
due to my Travel frequently, I joined the AAdvantage and Marriott Bonvoy loyalty programs. As a frequent flyer, I accumulate miles every time I fly, which can be redeemed for free or discounted tickets, or even upgrades. Currently, I have AAdvantage Gold status. This tier offers benefits like priority security and boarding, which significantly reduced my wait time. This allows me to quickly focus on tasks like answering emails. Plus, it offers the flexibility to change or cancel for free if my work schedule changes.
For business travelers, hotel stays can often be hampered by poor accommodations or insufficient internet speeds. As a Platinum Marriott Bonvoy member, I have successfully avoided these issues. I prefer to book hotels with more available rooms, which increases my chances of getting a free room upgrade and high-quality WiFi. If you frequently stay at the same hotel, building a good rapport with the front desk and managers can make it easier to get upgrades and late check-outs than other members in the same category.
One of my favorite perks of being a Marriott Platinum member is free breakfast and access to the M Club Lounge. These amenities take away the stress of finding meals during busy workdays. In the Marriott hotels I've stayed at, some M Club Lounges offer a variety of food and great amenities. For example, the Sheraton Center Hotel in Toronto impresses with its impressive swimming pool. However, due to the epidemic, many hotels have closed their M Club Lounges, and the information on the website may sometimes be out of date. It is best to call the front desk before booking to confirm the current status.


A quick way to obtain Marriott Platinum status is through the VIP Hotels and Flights website. I bought their Marriott Bonvoy Platinum Elite Status And upgraded within a week without any issues. The status is valid for two years and thanks to partnerships with large companies, their services are highly reliable.
Friendly reminder: Only bookings made directly through the Marriott official website and paid for separately (not included in the main account) will be counted towards qualifying nights and point accumulation. Bookings made through third-party online travel agencies (such as Expedia) are not counted. It is recommended that you check with your company or travel agent before arranging travel.
Avoid checked luggage
Business travel often has a busy schedule, and sometimes work and travel plans may conflict, or you may suddenly add a new destination. In this case, carrying too much luggage may make you feel exhausted when connecting flights and moving between different locations.
Therefore, I usually only carry essential travel items and important work documents. My main projects include:
- 1-2 sets of professional attire
- 2-3 sets of casual clothing
- shoe
- business card
- notebook
- Pen
- Proof of personal identity and passport
- laptop
- smartphone
- Bluetooth earphone
- charger
- Travel-sized toiletries and beauty products
- sleeping mask
- earplugs
- Portable U-shaped pillow
- Water bottle
- Cash and credit card
Keeping the number of bags to a minimum will help you avoid the hassle of checking a bag, the risk of losing it, and extra fees. Additionally, it provides greater flexibility when choosing flights. Note that different airlines have different carry-on bag size requirements, so it's best to check these requirements in advance.
Easy jet lag solution
International or intercontinental business travel often presents the challenge of adapting to different time zones. Insomnia and fatigue can make it difficult to concentrate on work or enjoy sightseeing. Some travelers recommend going to bed early or staying up late before traveling to adjust to the destination's time zone. However, this strategy can be difficult for people who work every day. Therefore, whenever possible, I book flights departing and arriving in the evening. This approach helps me adjust to the new time zone faster.
If an evening flight isn't an option, I make sure to get enough sleep the night before my trip. On a plane, I adjust my sleep schedule based on the time at my destination. For example, if flying from London to New York and arriving in New York at noon, I might sleep for up to 2 hours during the flight and stay awake for the rest of the trip.
Many travelers mistakenly believe that drinking coffee to stay alert or drinking alcohol to help sleep during a flight is effective. In fact, caffeine and alcohol can disrupt your circadian rhythm, making it harder for you to adjust to your new time zone. Instead, I stay active by walking around every hour or listening to audiobooks. To get better sleep, I use essential oils for face and neck massage or listen to white noise.
After arriving in New York, I gave myself a full day to adjust to the new time zone. I make sure to get plenty of natural light, stay hydrated, and get in light exercise like jogging. This helps speed up the adjustment process. If I'm very tired during the day, I'll take a 20-30 minute nap to avoid deep sleep to prevent trouble falling asleep at night.
Hotel selection tips for business travel
Business travel requires a balance of work and travel. Therefore, when choosing a hotel, you need to consider several factors: location, room comfort, sound insulation, high-quality WiFi, office facilities, and food and beverage services.
I usually use platforms like Booking.com to check a hotel’s location, facilities, and ratings. I also read numerous detailed reviews to understand the real guest experience. By checking positive and negative reviews, I can evaluate the value of feedback and determine whether I can tolerate worst-case scenarios, such as infrequent cleaning. There are no perfect hotels, but you should avoid those that are unbearable, such as those that are 2 hours away from the meeting location or have poor soundproofing. Even if the room rates are attractive, a bad hotel can seriously ruin your travel experience. It’s a good idea to prioritize the ratings and criteria that are most important to you before booking.
In addition to the overall stay experience, other factors such as cancellation policies, room rates and discounts, meeting facilities and leisure facilities should also be considered. Hotels that offer flexible cancellation or check-in times can better accommodate unexpected changes in your work schedule. Booking directly through a hotel website is sometimes more cost-effective than using a third-party platform. This is especially true if you're a member of a restaurant loyalty program, which often offers lower prices and discounts. Facilities such as executive lounges and multimedia conference rooms can also facilitate business meetings and negotiations.
Cost-effective transportation tips
Parking fees at airports and hotels can be quite high. Unless absolutely necessary, I usually opt for mass transit or a rideshare service. For short trips, shared bikes are often more convenient than renting a car. Then, if you're staying long term or traveling frequently to a particular city, consider purchasing a local transportation card. For example, I use MetroCard in New York, which is more economical than buying a single bus or subway ticket.
Many major cities offer discount cards to travelers. For example, the Paris Travel Card provides unlimited public transport in and around Paris for a certain number of days. These cards are usually valid for 1 to 5 days, making them ideal if you plan to visit several attractions in a short period of time.
If your company has a partnership with a car rental agency, renting a car may be a viable option, and additional discounts may be available. To avoid the high taxes and fees associated with airport rentals, use an app like Uber to compare prices before booking. Also, check if nearby hotels offer free shuttle service to the airport.
Efficiently plan business travel
Balancing work and travel during a business trip can be difficult. I prefer to focus on work within the allotted time and then enjoy local food and sightseeing without any stress. When time is limited, I look for local events like shows, festivals, or night markets to explore in the morning or evening.
Effective time management is crucial, so I plan ahead by researching attractions and entertainment options on TripAdvisor. Detailed itineraries including transport, opening times and ticket options are helpful. To avoid long lines, it’s best to book your tickets or FastPass in advance. Alternatively, sightseeing buses offer a quick way to visit popular attractions, but are less flexible.
If you love food, follow travel bloggers for their street food and restaurant recommendations. Asking locals for dining recommendations is also a great way to discover great local restaurants.
in conclusion
Business travel provides a unique opportunity to relax and explore new cultures outside of the workday. By applying these practical and affordable travel tips, you can make the most of your trip without overspending or wasting time. Whether you're touring a bustling city or soaking up local attractions, these strategies will help you stay refreshed and focused. Embrace the adventure and enjoy every moment of the journey!