Congratulations on your first trip out of the office!
This could either be a super exciting time or a nerve wracking one. I’ve traveled for work hundreds of times. When you are using someone else’s money to travel, it’s hard knowing where the lines in the sand are. I’m going to give you some pointers.
While I’m typing up this article, I am under the assumption and belief that you want to stay with your current place of employment and grow with them. You’re eyeing the next promotion or raise and you want to do all the right things while you’re traveling for the first time.
If You’re Booking Your Own Flight
Make sure you aren’t only checking one airline. I had someone book with American Airlines once and the tickets with United Airlines were $300 cheaper if she had just checked.
You need to think about the money you’re spending on this flight as if it were your own money. Would you not shop around for tickets if this were your vacation?
If you know you’re going to need to travel with checked baggage, make sure you pay for that when you purchase the plane ticket. The least amount of additional charges you can have, the better.
On your first trip, I would absolutely not choose a seat that is more expensive towards the front of the plane. Hopefully you can at least get an isle or window seat in the “cheaper section” of the aircraft.
Don’t drink on the plane. Even if you are traveling alone. When you land, you could encounter someone who is going to tell someone else that they smelled alcohol on your breath as soon as you stepped foot off the plane.
If You’re Booking Your Own Hotel Room
Same thing applies here that applied to the flight – shop around. Don’t spend a ton of the company’s money on your first trip out of the office so that you can have a larger hotel room.
How much is too much to pay for a hotel room? It will vary depending on who you ask. I will tell you that I have two bosses and they are owners of our company. One considers $200 a night too much for a hotel room and one considers $300 too much. Years ago before I knew my place, I would stay around $140 a night always. However, this does also depend on the location where you are staying and what events the area has going on during your travel days.
The closer you can stay to where you are meeting at, the better. I would opt in for a hotel that has a free breakfast so I do not have to worry about trying to pick something up on my way to where I need to be.
Meals
If your employer has given you specific direction on this, follow it to the dollar. If you weren’t given a budget for how much you can spend per meal, let me give you one. $50 per day is the maximum.
I bet you picked a hotel with a free breakfast. For lunch, you may be catered to or going out with a group. If you aren’t, spend no more than $20. For Dinner, $30 is the maximum.
This is your first trip and you want to make a great impression. You don’t want to be subjected to any “spending” talks when you return to the office. (I’ve had to give a couple of those). That said, do not expense any alcoholic beverages. If there’s a superior there with you and they tell you to, don’t say no and just do it.
However, if you’re on your own and want to drink – have a drink. I would not put it on the company tab until I knew my place.
DO NOT GET DRUNK ON ANY BUSINESS TRIP.
I’m going to actually write an article on this. I went on a recent trip with three other coworkers and one drank excessively every night. I had one drink each night. The other two guys had 1-2 drinks. The drunk one was late the next day and visibly not engaged. Do not be that girl. People will remember this forever and it will haunt you and any future increases or promotions you may be after.
Rental Car
Don’t get the BMW. Go for the Ford Edge. This first trip is all about staying off the radar with your spending. You are not taking advantage of the company’s money.
You’re a great employee that is thankful for this trip (bla bla). Play the game and save them money. It’s not costing you anything.
Also, do not pick a car that you don’t know how to drive. If you never drive a truck, do not get a truck. If you have never driven a Tesla – DO NOT get a Tesla.
Your company has hopefully shared with you what they expect you do once you get your rental car. I will say that I purchase ALL the coverage. The last thing you need to do is have an accident happen and you didn’t properly protect yourself or your vehicle.
Dress and Overall Appearance
Be on top of your game when you’re out of town. Make sure you layer if the weather is unpredictable or just in case the office is kept as cold as a freezer.
Again, you’re making an impression that could possibly impact future promotions or raises. Dress the part. Think minimalism. Wear minimal makeup – nothing that others would question or that would take away from what you are saying during conversations or speeches.
Don’t wear heels. You don’t want a heel to break or an accident to happen. I understand that some of you ladies are experts in heels and that’s your ever day attire. Know that you may enter a facility that doesn’t allow heels, depending on your career choice. I would play it safe and wear flats.
Punctuality
Don’t be late for anything while you are out of town. Unfortunately, everyone judges everyone and you don’t want any smears on your clean reputation.
Be early for everything. Leave your hotel early. Make sure you return to the airport extra early. You don’t want your company having to cover another hotel stay or rearrange plans because you missed a flight. Airports across the country are completely unpredictable when it comes to how much time it takes to drop off the rental car and possibly shuttle to the airport or how much time it takes to get through security.
Final Tips
- Pack Extra of the important things – contacts, under garments, etc… Don’t pack so many extra bulky things that you need more suitcases.
- Don’t forget to have everything “airport ready”, such as the right size liquids in bags.
- Check twice to make sure you have your Identification.
- Don’t forget that most of us will have to take our shoes off temporarily at the airport.
- Take medicine. There’s nothing like being out of town with a headache or allergies.
- Don’t get homesick – make sure you have movies downloaded or bring a book for times when you’re feeling lonely.
- Be ready to represent your company while you are out of town. Your best behavior is a necessity.
- Think of things you only need occasionally and take them. For example, I rarely need Chapstick, but when I’m in Chicago I desperately need it. I take a tube of it everywhere with me.
- Act like a leader and represent your company well while you’re on this trip.
I will say that it gets easier every single time.
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