Tips to Arrange a Trip for Business Events and Tradeshows


Business events can be stressful, especially if you’re worried about making the right decisions when booking flights and hotels. However, with some planning, you can make travelling for work less stressful by following these tips.

Set a budget

Before planning your company’s next trip, it’s essential to set a budget. This can help you avoid overspending and ensure that your travel plans fit within the parameters of your business events. Here are some tips for developing a budget:

  • Determine the purpose of the trip, such as business events or pleasure, and how many people will be travelling. Consider what kind of accommodations will be needed, as well as food and transportation costs.
  • Estimate how much each individual will be spending during their stay (including any extra activities they may want to do). You may also want to factor in costs for other items like gifts or souvenirs that employees might purchase while on vacation.
  • The more detailed information about the trip, such as flight fares from different airlines and hotel rooms with various amenities, the better when calculating budgets!

Contact an event planner.

  • Contact an event planner. Event planners can help you plan the event, find the right venue, and coordinate with caterers and entertainment to ensure everything goes according to plan.
  • They can also help with transportation, signage, and decorations so that you don’t have to worry about any of these details during your business events.
business conference

Don’t forget your company signage.

Even if you’re not in a crowded trade show, it’s essential to have clear signs so people know where your booth is located and can find you easily.

Use event signage that identifies your company’s name, what kind of products or services you offer, and any special offers/discounts available at the event.

Think about how to transport

Once you’ve settled on the destination, it’s time to start thinking about how to get there. Here are a few options:

  • Car service
  • Bus services like this Wellington bus hire
  • Train service
  • Ferry
  • Private plane
  • Private helicopter
  • Private boat
  • Limo/Private car service

Book your travel

  • Book your travel early. Most travel companies have fewer rooms available during the high season, so if you wait until the last minute, it’ll be harder to secure a good deal.
  • Book your travel on a weekday rather than a weekend or holiday. This can save you money and make your trip less stressful since fewer people will travel at this time of year, and there will be fewer crowds at airports and hotels.
  • Consider booking with an airline that flies out of smaller airports away from major cities (especially if your event is in one of these areas). Flying out of smaller airports means cheaper fares and shorter drives to get where you need to go once landed—saving both money and time!
  • Stick with budget hotels during business events; they’re clean, affordable options that offer excellent service without breaking the bank! They often include free Wi-Fi so guests can stay connected while away from home (or office).
business networking events

Book a suitable hotel for a business trip

For business trips, booking a hotel close to the event with a shuttle service to and from it is essential. You can even book the hotel online at sites like hotels near greenslopes private hospital.

If there aren’t any meeting rooms available in your hotel, you can have your company reserve one at another nearby venue (such as a convention centre). This way, employees won’t have to travel too far when they need to set up for presentations or meetings outside of work hours—which helps keep costs down.

You should also make sure that there’s wireless internet available at the hotel; this way, people who want their device won’t have trouble accessing email while they’re away from home base.

Plus it will allow those who prefer not to use smartphones while travelling to access what they need without having their devices drained by data usage charges!

Book your accommodations

Once you’ve chosen your location, it’s time to book a hotel. When selecting accommodations for business events and tradeshows, there are many things to consider, including which amenities are essential for your attendees and whether the hotel is near the venue.

  • Distance from the venue is essential because everyone will be travelling in from different areas of town; therefore, it’s best if they’re close by so that they don’t spend more time than necessary travelling back and forth between the event and their rooms at night.
  • Shuttle services are another helpful amenity to look out for when booking hotels, especially if there’s going to be a lot of walking involved during your event or trade show (e.g., you’ll need transportation between booths).
  • Having restaurants on-site can save money since no one will have to leave the building during breaks or meals—it also means less time planning lunch meetings!

Organize your meals

Now that you’ve chosen an event, it’s time to start thinking about what kind of food and drink will be available at the conference. One of the best ways to ensure you can eat well is by planning. By finding out what options are available and arranging in advance, you can ensure that:

  • You get a variety of meals in different styles and cuisines throughout your trip;
  • You don’t end up spending too much money on food because some events offer ridiculously high prices for mediocre food;
  • You don’t waste time trying to find healthy or vegan options at each mealtime or asking friends if they’d like to go somewhere else for lunch/dinner instead;

And finally, organizing your meals means less stress!

You can make travelling for work less stressful by following these tips.

  • You can make travelling for work less stressful by following these tips.
  • Do your research and use the tips provided in this article to get a good deal.
  • Make sure you are prepared for your trip, especially if it’s international.


We hope you found this article helpful. We encourage you to try a few of these tips on your next trip and see how well they work for you. If you still have questions, don’t hesitate to ask!

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