When your team's itinerary cuts across cities, business travel extends beyond flying and checking into hotels. A multi-city trip requires coordination, anticipation, and flexibility. Here's what your travel manager should know to make the trip effortless for both the travelers and business.
1. Design an Flexible End-to-End Itinerary
Multi-city travel isn’t just about going from Point A to B to C. You’re dealing with different time zones, local transport issues, and meeting schedules that might shift. Your travel manager should build a detailed itinerary with buffers between meetings and travel segments. But don’t make it too rigid. Leave room to reschedule if a meeting runs long or if a flight gets delayed.
2. Optimize Routing to Save Time and Cost
Always start with route logic. Is it cheaper to start from Delhi and end in Chennai or the other way around? Small changes in city order can drastically reduce travel costs. Also, booking multi-city flights on a single ticket often comes out cheaper than booking legs separately. According to Skyscanner data, bundling flights on one ticket can save up to 20% on overall airfare for multi-city itineraries.
3. Make Accommodation Location-Savvy, Not Just Star-Rated
Don't fall back on the usual hotel brands. Instead, ask yourself: Is the hotel near the meeting location? How close is it to the airport or train station? Winning 20 minutes on the morning commute can be the difference between a successful presentation or not. Take into consideration other aspects such as early check-in, meeting rooms, Wi-Fi dependability, and policies for last-minute cancellations.
4. Watch Out for Team Welfare
If your team is jumping from city to city for 4–5 consecutive days, it's not only exhausting. It can affect productivity and morale. Incorporate brief breaks wherever possible. Offer meal vouchers or pre-book meals on longer journeys. Little details such as organizing airport collections or steering clear of red-eye flights can count big time. Your travelers will appreciate not having to live out of a suitcase while under pressure.
5. Centralize All Travel Support
Don't have your team in chaos in case something goes wrong in the middle of the trip. Your travel manager must centralize support and communication. If it's a flight miss, hotel confusion, or schedule alteration, they should be aware of who to contact quickly. 24/7 support is a safety net every business traveler should have.
6. Include Compliance and Cost Controls
Multi-city visits can result in over-spending if not controlled. Establish explicit guidelines for hotel class, cab rides, daily spends, and contingency spends. Ensure that all bookings are documented with receipts and approval histories. Implement software for enhanced control over real-time spends and approvals.
7. Have a Backup Plan (Always)
Cancelled flights. Rain delays. Venue closures. A lot can go wrong across cities. A good travel plan includes contingencies like alternate flights, back-up hotels, and optional virtual meeting setups. You may not need them, but when things fall apart, you’ll be glad they’re there.
Conclusion
When executed well, multi-city travel increases relationship-building, unlocks markets, and excites teams. But it requires careful planning and insider expertise to happen without a hitch. That's where an experienced travel companion comes in. In need of assistance with planning a stress-free and efficient multi-city business tour? Leave the logistics to Aster Travels, and let your team concentrate on business.
