Tips for Coordinating Business Travel

Booking Your Corporate Van Rental


When done the right way, travelling for business can be a good way to grow your company, help employees get to know one another better, or just get a break from the daily grind.  Once you’ve reached your destination, it’s wise to use a corporate van rental service to keep costs low and your team organised. Here’s some other tips for coordinating business travel:

Form a Plan

Before you get to the airport or head out from the office, you should have a very clear plan already laid out. You should be detailed with a specific schedule and itinerary in place, but make sure you’re realistic with your expectations and not trying to do too much into a short span of time. Remember, travelling itself can be stressful, so you may not be able to work as quickly and efficiently as you usually do.

Additionally, no matter how hard you might try to avoid them, problems will always pop up while you’re on the road. If your schedule is too tight, then even the speediest corporate van rental won’t help you to keep it all together. Map out everything that needs to be done and leave enough breathing room to get it all done right. Once you’ve done this, be sure to send the itineraries out to everyone on the trip so that they have a clear idea of what they’ll be doing and can ask important questions before you leave.


Organize Your Transportation


When it comes to professional travel, flying is usually your best bet. It’s the fastest and most comfortable way to get multiple people to the same location. As far ahead as you can, finalize the number of people going and buy the tickets so that you can get the best possible prices and save some money on that. Buying in advance should also give you the opportunity to choose from multiple flights (depending on where you’re flying to and from), which helps you fit the flight into the schedule better.


If everyone on your team is going to be travelling together, then there are several reasons to opt for a corporate van rental. For starters, it’s more cost-effective than renting several cars. Having everyone in one van prevents individual cars from getting separated or lost, and ensures that your entire team arrives at the same time. Plus, it gives you an opportunity to debrief after meetings or to prepare for the next one - just be sure to give everyone a chance to relax a little bit!


Hiring a Driver


It can be a very good idea to hire a driver for your van. It’s one less thing to stress about, letting you focus more on what you’re trying to accomplish while travelling. Plus, if you’re unfamiliar with the area you’re visiting, it’s helpful to have a local to drive you around and help avoid getting lost. If you’re traveling to a major city like Los Angeles or New York, it can be a close to impossible to find a decent parking spot. Having a driver that can drop you off and pick you up saves you time and frustration.


Selecting Your Car


Most companies that offer corporate van rental services usually have several different vans for you to choose from. Just like with hotels, try to find a balance between comfortable and affordable so that you can get the most out of your trip. Don’t forget that it won’t just be people in the van and that you will also need room for baggage, especially between the airport and the hotel. Choosing a van that looks professional and is spacious will help maintain a positive image for your company and will keep your employees happy.


Booking Your Hotel


Another thing that needs to be done well in advance is making reservations for your hotel - especially if you have a big group going. Some hotels offer group discounts, but most of the time you’re going to have to find a balance between nice hotels or less exciting but more affordable options. This will depend on how many employees are travelling, the purpose of the trip, and many other factors like your budget.

Accommodating Special Circumstances

Traveling with multiple people can be challenging. Some employees may not be able to leave at the same time as everyone else, or they might have to work with other clients or projects while you travel. Do what you can to accommodate the special circumstances  and don’t forget that your company still needs to function normally even when on a trip.

Remember when we told you about making an itinerary? Part of that process includes prioritizing which events are and aren’t extremely important so that things can be shuffled around in case something comes up. And, thanks to your corporate van rental, you’ll be able to travel on your own terms and adjust schedules accordingly.

Working With Dietary Restrictions

If you’re managing a bigger company, there’s a decent chance that at least a couple employees have dietary restrictions that will need to be taken care of. This includes employees who may be vegan, vegetarian, gluten-intolerant, or allergic to certain food. While many restaurants have extensive menus to accommodate these restrictions, there are still a significant number of places that don’t. Before creating your itinerary, be sure to ask the travelling employees about food restrictions so that you can plan accordingly.

It can be challenging to make it through a work day without eating enough. By choosing food options that everyone can eat, you ensure that your entire team will be comfortable and able to work at 100%. Plus, it makes employees feel good to know that their needs are being considered.


The best corporate van rental company is one that provides excellent customer service, low rates, and has high-quality vans. Airport Van Rental has all of those things and more. For information or rates, call us now at (877) 826-4680 or chat with us virtually on our website.