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Attending a Business Conference? Here Are Six Simple Ways to Save Big Bucks

Attending a business conference can be many things: fun, stressful, exhausting and exhilarating. But there is one thing you can always count on: it’s going to cost money.

Attending a conference for your business or career involves a host of expenses, some planned—airfare, car or discount van rental, hotel or other lodging, food and drinks—and others less anticipated—taking colleagues out to dinner or drinks, emergency dry cleaning, that Uber or Lyft you end up taking across a city during high traffic. And, of course, there’s the cost of the conference itself. The list is almost endless.


Let’s face it: expense accounts are not what they used to be. If you’re a small business owner— or work for a small business—well, you may not even have an expense account at all!

Remember: Business conferences are meant to help your business. They are not geared to saving you money. So if you’re not careful, you, or your company, could end up paying through the nose. But there’s no need to panic. There are many ways for you to save big bucks when you attend your next business conference. All you need to do is put in a little extra work, plan early and be flexible.


1. The Early Bird Catches the Discounts


Whether it is airline tickets, hotel, car or discount van rental, even the cost of the conference itself, everything is less expensive when you book early. It’s amazing how many people and businesses forget this truism. The sooner you can lock in your travel and conference dates, the more you will save. A plane ticket purchased, say, eight weeks in advance of travel will be dramatically less expensive than one bought a week before you are due to fly.

This is also true of the conference itself. Many business conferences offer early bird specials. Check carefully: sometimes this may mean buying your pass and committing to a conference months in advance of the event—but it is not unusual to save as much as 50% off this way. All conference pricing goes up the closer you get to the actual dates, often times by quite a bit.

And remember: even when you are already saving, such as with the great discounts at Airport Van Rental or reduced hotel rate, you can save even more by making your reservation early.

No two ways about it: booking early will save you big bucks.

2. Be Flexible About Accommodations

Business conferences generally involve a special negotiated rate at a specific hotel. The perks of staying at the conference’s preferred hotel are myriad: many conference events are likely to be held there, making things much easier and less hectic for you; most other conference-goers will be there too, allowing you numerous opportunities for networking and sharing information with colleagues; the hotel is likely to be centrally located, making it easier to get around.


But while it is simplest to book at that hotel, it may not actually be cost-efficient, even with the discounted rate. Indeed, hotels that cater to conferences and large corporate events are often on the pricey side and may not be used to catering to those of us on a budget.

When it comes to accommodations for your trip, think creatively and be flexible. In many cases, booking your room at a less luxurious or not-so-centrally located hotel or motel will be much cheaper. Consider alternative lodging such as AirBnB, where the difference between staying a few nights in a verified renter’s guest room versus booking the same amount of time at your conference’s preferred hotel can easily be hundreds of dollars.


Do some research online or touch base with other attendees in advance of the conference: you have a lot of leeway for savings by being flexible about where you stay. At the end of the day, you are responsible for saving you money—not the conference.


If you do stay at a hotel, here’s a quick but necessary reminder: don’t order room service. There’s no shame in bringing food back to your hotel room. And that will be so much cheaper than calling up room surface or dipping into one of those dorm-room refrigerators for a $5 bag of potato chips or $7 bottle of water.



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3. Use a Corporate Travel Agent


Many companies and small businesses are using corporate travel agents to get the best deal possible. And for good reason: a corporate travel agent has the power of volume bookings on their side, and their job is to use it for your advantage. They can find you steep corporate discounts not only on airfare, but on hotel and ground transportation as well. The clout and expertise of a corporate travel agent is especially helpful if you are booking last minute.


Be sure to fill in the agent on all your needs and let them know of any flexibility you may have with travel dates. Don’t wait until you get to the conference to start saving money. Be frugal from the moment you start planning. This way, you’ll have greater spending flexibility once you get there.


4. Hit the Discount Travel Sites


If you are willing to spend the time and energy, check out Kayak, Orbitz, Travelocity, Expedia and other discount travel sites. These sites are popular for a reason: they can save you money. Many of these sites also offer significant discounts on lodging and ground transportation as well. It takes some work on your part—and, again—the farther in advance of your trip you hit these sites the better—but the savings these sites offer can be significant, no doubt about it.


As with any travel, whether you are booking it yourself or working with a travel agent, being flexible with your travel dates and times can mean big savings. And if you are game for it, bear in mind: flights with layovers are often markedly cheaper than flying nonstop. Sure, flying from Los Angeles to Boston via a three-hour layover in Denver is no fun. But saving $50 or $75 off a direct, nonstop flight will help ease the discomfort. (Just don’t spend all your savings at the airport bar.)


Here’s a tip: Even if you’re flying coach, guess what? It’s your right to inquire about a free upgrade. Who knows? You just may get bumped up from coach to business class, or business to first class for no extra charge. It doesn’t happen often, but it does still happen.


5. Pack Carefully


Isn’t it amazing how many meticulously planned trips go awry over last-minute haphazard packing? How many times have you arrived at your destination, only to realize you did not pack your laptop charger? Or forgot your international calling card? And didn’t you pack that great jacket for the after party? Uh-oh. Guess you’ll have to run out and do some quick shopping…


We all forget things, or ruin a great, pricey item of clothing by thoughtlessly cramming it into our suitcase or duffel bag as we rush out the door. You are going to a business conference for business—not to race around a strange city spending money on what you forgot to pack. So pack carefully. You’ll be happier—and richer—for it.


6. Consider a Discount Van Rental


For ground transportation, consider traveling with co-workers and other attendees in a group via a discount van rental. The savings will be tremendous—and navigating the conference so much easier. Think about it: when attending a business conference you will be going from airport to hotel to events to meetings. Here is a great opportunity for savings. Being able to carry your entire group in a discount van rental is far less expensive—and much more efficient (i.e., everyone arriving on time together)—than you and your co-workers riding in separate taxi cabs, or each ordering your own Ubers, Lyfts or other ride-hailing service. With locations in some of the most popular industry conference cities, such as San Diego, Chicago, and Las Vegas, Airport Van Rental can be your go-to discount van rental company.


In addition, AVR has Corporate and Non-Profit Programs that offer discounted rates, priority booking and special customer service specific to your needs. AVR also offers discounts to AAA and USAA members.


A reputable discount van rental service is about so much more than just ground transportation. AVR can also connect you to great rates on hotels and motels through its Value Club Program.


Check out Airport Van Rental’s impressive lineup of vans and amenities:

  • Traveling with a child? AVR has child seats available for rental for children between 10 – 40 lbs.

  • Need WiFi? These days, we are always on our smartphones and laptops, especially when traveling. AVR’s vans can connect up to 12 devices to the access point. AVR also provides GPS and discounted international calling rates. How great is that?

  • Prepaid Fuel. No need to worry about fueling up. With AVR’s Prepaid Fuel Service Option you can save both time and money. Just pay in advance for either a full or half tank of gas.  Now there’s no need to search for a gas station before you return the vehicle. One less item to worry about on your trip!

  • GPS Unit. Choose your destination and the GPS does the rest. You can look up addresses, hotels and attractions – all at the touch of the screen. Comes with a window mount. This makes traveling so much easier and less stressful. And helps ensure you get to where you need to go on time, hassle-free.

  • Chauffeur Service. AVR’s third-party chauffeur vendor will drive you and your team to wherever you need to go – for a few hours or a whole day!

When you’re preparing for your next business conference, be sure to check out the options available at Airport Van Rental to make your easy and inexpensive. Start planning—and saving—today!



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