Dear Spencer,

Many newcomers often make the mistake of believing the planning for their business travel won’t differ much from planning their last vacation. However, this trip is an opportunity to demonstrate your value as an employee, and your readiness to take on this type of responsibility.

Here are some quick tips to make you sure your first trip is smooth sailing:

• Finances & Reimbursement
Remember, most companies reimburse their employees for expenses incurred during business travel. Check with your HR department or your supervisor to learn the exact guidelines at your company. The most important thing to remember is to ask for receipts, collect them and keep a good record of expenses. Every business traveler has their own way of doing this, use a system that works for you. Lastly, you’ll find yourself tipping quite a bit, from cab drivers to hotel staff, so be sure to have some cash in small bills on hand.

• Travel Arrangements
As soon as you are informed of your trip, make airline reservations so that you can secure the best rates and flight times. Even though you are reimbursed, your employer will value your attempt to find the cheapest rate available. If it’s permitted, try to catch a flight the day before your meeting, particularly since this is your first trip. This will ensure you’ve got ample time to prepare, relax and make the meeting on time. And, arrive early to the airport, taking security guidelines into consideration.

• Packing
Start by researching the weather forecast for your meeting destination. Then, make a packing list being careful to plan for temperature and any occasion. Write your name and contact information on all luggage pieces, in the event they are lost. More importantly, carry on at least one business outfit – even though it wouldn’t be your fault, you don’t want to show up to the meeting in jeans and sandals.

• Accommodations
Similar to reserving your airline flight, be sure to check into local hotels for the best possible location and rate. Stay focused on hotels that cater to a business clientele, particularly those that offer Wi-Fi from your room or provide complimentary computer usage in their lobby. Carry the hotel’s address with you on the trip, along with directions to and from the meeting location.

Now you’re ready to embark on a fruitful, and career-boosting, business trip. Having planned ahead, you can now focus on making a good impression rather than being distracted by chaos and travel nightmares.

Good luck!
Seymour