What is a corporate travel planner?

A corporate travel planner is like a travel wizard for businesses! They handle all the logistics to ensure employees' trips are smooth and stress-free. Imagine having a personal guide who knows the best flights, hotels, and transportation options, all tailored to fit company budgets and policies. They make sure everything runs like clockwork, so employees can focus on work rather than travel hassles. Whether it's booking a last-minute flight or finding the perfect hotel for a conference, a travel planner is the go-to person for making business travel a breeze!

What is a corporate travel planner's role?

Ok, so we know why corporate travel planners are great and what they do, but let’s go a little deeper into their roles and why they’re so valuable for your company:

1. Plan and book travel

A corporate travel planner handles all aspects of travel arrangements, including booking flights, hotels, and transportation. They ensure that every detail is taken care of, providing smooth and efficient travel experiences tailored to the traveler’s needs and preferences.

2. Manage budgets

Travel planners ensure that all travel arrangements align with company budgets and policies. They track expenses, find cost-effective options, and adhere to financial guidelines, maintaining financial responsibility while meeting travel requirements.

3. Coordinate itineraries

Creating detailed travel itineraries is a key responsibility. A corporate travel planner schedules flights, hotel stays, transportation, meetings, and corporate events, ensuring that every aspect of the trip is well-organized and productive for employees.

4. Negotiate rates

Travel planners work with airlines, hotels, and car rental companies to secure the best rates. They leverage relationships and seek discounts, helping to reduce overall travel costs while maintaining high standards of quality and convenience.

5. Provide support

Offering 24/7 assistance for travel-related issues and emergencies is crucial. Travel planners provide immediate help and solutions, ensuring travelers have a reliable point of contact for unexpected problems, such as flight delays or lost luggage.

6. Stay updated

Keeping up with travel trends, safety protocols, and industry changes is essential. It’s the planners job stay informed about the latest developments to recommend the most current and relevant travel options, ensuring the safety and efficiency of company travel.

How can you hire a travel planner?

So, you’re sold on the idea of a corporate travel planner! Wooo! Now, where do we find these gems? Do they grow outside on some form of special tree? Wouldn’t that be easy, ay?! Well, when it comes to hiring them, two of the main ways are either in-house or via an agency.

In-house travel planner

Hiring an in-house travel planner means bringing a travel expert directly onto your team. This person becomes a full-time employee of your company, dedicated to managing all your corporate travel needs. They work from within your organization, often sitting alongside other departments, to plan, book, and coordinate travel arrangements. An in-house planner has a deep understanding of your company's travel policies, budget constraints, and employee preferences. They handle everything from booking flights and hotels to managing travel expenses and itineraries.

Travel agency

Going through a travel agency means partnering with an external company that specializes in corporate travel management. These agencies have a team of travel experts who work with multiple clients, including your company. When you hire a travel agency, they take care of all your travel arrangements, but they're not your direct employees. Instead, you contract their services as needed. The agency handles booking flights, accommodations, transportation, and any other travel-related services your company requires. They leverage their industry connections and expertise to provide comprehensive travel solutions.

Which option is the best for my company?

Choosing between an in-house travel planner and a travel agency depends on your company's specific needs and preferences. Whether you want someone embedded within your team or prefer to outsource to a specialized agency, both options ensure your corporate travel runs smoothly and efficiently.

Let’s take an in-depth look at the pros and cons of each way!

Pros of hiring an in-house travel planner

1. Personalized service

Imagine having your very own travel wizard in the office! An in-house travel planner is like a magical genie who knows your company inside out. They understand your specific needs, quirks, and travel policies. This means you get VIP treatment every time, with someone who can predict your every travel desire and make your trips smooth and tailored just for you.

2. Quick response time

Got a last-minute change? Flight cancelled? Urgent travel request? No problem! Your in-house travel planner is like having a superhero on speed dial. They're ready to swoop in and save the day, handling any travel hiccup with lightning speed. Your employees will be in good hands, no matter what surprises come their way.

3. Consistency and reliability

An in-house planner is like a trusty sidekick who never lets you down. They know your company’s travel playbook by heart and ensure every trip follows the script. Frequent travelers get the royal treatment, and your corporate travel program runs like a well-oiled machine. Plus, keeping travel budgets in check and ensuring compliance is a breeze with such reliable support.

4. Cost efficiency

Think of your in-house travel planner as a savvy bargain hunter. They might seem like an extra expense, but they’re actually a secret weapon for savings. They can score sweet deals with airlines, hotels, and other travel vendors, thanks to their insider knowledge and connections. Plus, they keep an eagle eye on expenses, finding ways to trim costs and boost efficiency.

5. Enhanced security and duty of care

Safety first! With an in-house planner, you get a guardian angel looking out for your employees. They track travelers in real-time, manage risks like a pro, and ensure all safety protocols are followed to the letter. And in case of emergencies, they’re right there, providing immediate and dedicated support to keep everyone safe and sound.

Cons of hiring an in-house travel planner

1. Costly investment

Hiring an in-house travel planner is like adding another member to your family – and families can be expensive! You’re not just paying a salary, but also benefits, training, and potentially higher costs for office space and equipment. It’s an ongoing investment that can strain your budget, especially for smaller companies.

2. Limited expertise

Your in-house travel planner might be a rockstar, but even rockstars have their limits. They might not have the same level of industry connections or specialized knowledge as a whole team of travel experts at an agency. So, while they’re great, they might not always have the superpowers to get those ultra-exclusive deals or last-minute miracles.

3. Risk of burnout

Planning travel can be like playing whack-a-mole, with new requests and emergencies popping up constantly. An in-house planner has to juggle all these demands single-handedly, which can lead to burnout. When your travel guru is overwhelmed, their performance can drop, impacting the quality of service your employees receive.

4. Dependence on one person

Putting all your travel eggs in one in-house basket can be risky. If your planner decides to take a vacation themselves (ironic, right?), falls ill, or leaves the company, you might find yourself in a bit of a pickle. Without a backup, travel plans can go haywire, leaving your employees stranded in travel limbo.

5. Limited scalability

An in-house planner is just one person, and there are only so many hours in a day. As your company grows, their ability to handle increasing travel demands might be stretched thin. Scaling up can be a challenge, and you might find that one planner isn’t enough to keep up with the expanding needs of your organization.

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Pros of hiring an agency travel planner

1. Expertise galore

Hiring through an agency is like having a team of travel superheroes at your disposal. These pros have extensive industry knowledge, connections, and the latest travel trends at their fingertips. They can navigate the complexities of corporate travel like pros, ensuring you get the best deals, routes, and accommodations without breaking a sweat.

2. Flexibility and scalability

Need to ramp up travel for a big project or scale down during quieter times? No problem! An agency offers the flexibility to adjust their services based on your current needs. They can handle fluctuating travel demands with ease, ensuring you’re never over or under-resourced.

3. 24/7 support

Travel emergencies don’t keep office hours, and neither do agency planners. They offer round-the-clock support, so no matter where or when your employees need assistance, there’s always someone ready to jump in and save the day. It’s like having a travel lifeline, always on call.

4. Cost savings

Agencies have the inside scoop on deals and discounts that aren’t available to the general public. They leverage their buying power to secure the best rates on flights, hotels, and car rentals. Plus, they can identify cost-saving opportunities that you might overlook, making your travel budget stretch further.

5. Streamlined processes

Working with an agency means access to their tried-and-true processes and technology. They have efficient systems in place for booking, tracking, and reporting, which can save you time and reduce administrative headaches. Your travel plans are handled with precision, leaving you free to focus on your core business activities.

Cons of hiring an agency travel planner

1. Less personalization

Using an agency can sometimes feel like dealing with a fancy robot. While they’re great at what they do, they might not grasp the unique quirks and preferences of your team as well as an in-house planner would. Your travel plans might be efficient, but they could lack that personal touch that makes travel feel tailored and special.

2. Potential communication delays

Working with an external agency can sometimes lead to communication hiccups. Think of it as a game of telephone – messages might get delayed or misinterpreted. When you need immediate changes or quick responses, waiting on the agency to get back to you can be a bit of a nail-biter.

3. Hidden fees and costs

Agencies might come with a few sneaky extras. While they often secure great deals, their service fees and potential hidden costs can add up. It’s like finding out your fancy latte has an extra charge for that delicious whipped cream – not a deal-breaker, but something to keep an eye on.

4. Limited control

When you outsource your travel planning, you’re giving up a bit of control. Agencies follow their procedures and protocols, which might not always align perfectly with your company’s way of doing things. This can lead to some frustration if you’re used to having things done your way, right away.

5. Possible inconsistency

Depending on the size and organization of the agency, you might not always work with the same planner. It’s like having a different barista every time you order your coffee – they’re all good, but they might not remember your usual preferences. This can lead to inconsistencies in service and a less personalized experience.

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Treat your corporate travel planner!

Whichever option you choose to hire your travel planner, make sure to deflect the burnout with your samurai sword; Surf Office! Surf Office is your go-to for organizing team-building company retreats, meaning that’s one less job for your travel planner to sort out.

At Surf Office, we understand that organizing one of these team retreats can be time-consuming and even a logistical nightmare. Well, that’s where we come into the picture!

We make sure to delve into our repertoire of expertise to find the best corporate retreat venue for you. Also, we've had the pleasure of organizing over 700+ retreat experiences, including remote teams, for many different companies. Here’s how what we offer:

• Des transferts sans stress ? On vous a eu ! ✅
• Un hébergement de qualité assuré ? Fait ✅
• Engageant activités de développement de team building? Notre spécialité ✅
• Réservations de restaurant ? C'est pour nous ! ✅
• Assistance experte pour la planification d'un séminaire ? Bien sûr, nous avons tout prévu ! ✅
• Un accompagnement sur site, adapté à vos besoins ? Absolument ✅

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Not only this but we also have access to 160+ corporate retreat locations around Europe, APAC, the US, Latin America and now Africa, meaning the sky is your limit when it comes to choosing the right location for you and your team.

Give your travel planner a break with the best travel incentive and reach out to Surf Office today!