There’s a lot more to heading off on a business trip than you might think. In addition to juggling looming deadlines, important meetings and missed family commitments, you need to make sure you are achieving your business goals.

Every trip is different, which is why it helps to consult your business travel checklist every time you begin preparing for a trip. Not all travellers are seasoned and know the ropes, so we’ve put together a Travel Tips checklist, that experienced business travellers follow, to help make your trip a success:

Travel tips checklist

Prepare to do business

Ensure you plan your daily schedules and meeting and that you have pre-prepared the necessary documents, presentation materials, etc.

Plan ahead

If travelling internationally, research your destination: its culture, language, local customs, and any travel advisories or local news feeds. Understanding local transportation options, safety concerns, and the availability of services can help you navigate your destination with confidence regardless of what has been booked on your behalf. Familiarise yourself with essential phrases in the local language to facilitate communication.

Take the right documents

If you are travelling internationally, make sure your passport has at least 3 blank pages and that it is valid for 6 months from the date of your return. If you require a visa for your destination, give yourself enough time to apply for this and ensure the dates match your itinerary.

In addition to your passport and visas – don’t forget essential documents travel vouchers, travel insurance, vaccinations and medical scripts. Keep backup copies of important documents, both physical and digital. This includes passport copies, travel insurance details, and reservations.

Know your key contacts

Ensure you have contact numbers for your travel booker or the business after hours contacts, embassies, service providers and local authorities. Share your itinerary with a trusted friend or family member, so someone knows your whereabouts.

Tap into technology

There is no limit to how much easier technology has made the travel experience. Leverage it to your advantage! Utilise travel apps for navigation, translation, weather forecasts, travel alerts, currency exchange rates and itineraries and bookings. Having offline maps and important documents also stored digitally can be a lifesaver in case of emergencies. Don’t forget back-up power banks in case of power failures.

Prioritise health

Make sure you have travel insurance for your trip. While on the road, stay hydrated, get enough rest, and follow any precautions for your destination, such as water quality alerts, vaccination requirements, special medications and safety instructions. Carry a basic first-aid kit with essentials like pain relievers, bandages, and antiseptic wipes. Make sure you have appropriate travel insurance cover for medical assistance and lost luggage.

Manage your money

Carry a mix of cash and cards, and let your bank know your travel plans to avoid any potential issues with transactions abroad. If possible, have an emergency fund separate from your regular spending money.

Secure your valuables

Invest in a good-quality travel wallet or pouch to keep your passport, money, and important documents safe. Consider using anti-theft bags or backpacks with built-in security features like locking zippers and RFID-blocking technology.

Be flexible

Travel disruptions are inevitable, but how you react makes a big difference. Some things you simply cannot control so stay calm and be flexible when faced with delays, changes or travel interruptions. Top of Form

Pack like a pro

It can get cold on planes so layering clothes is a good way to be flexible with the temperature. This should include versatile clothing that can be mixed and matched and check the weather at your destination. Pack only what you truly need. Overpacking can lead to extra baggage fees, inconvenience, and the risk of losing valuable items. The less you carry, the easier it is to move around. If flying, make sure your on-board luggage contains a change of clothing, your essential medication and basic toiletry and first aid items you usually use.

Here’s a guide to creating your own packing check list

• Passport/ID/Drivers licence
• Travel documents (Itinerary, Tickets, Boarding pass, Hotel and Car rental vouchers/confirmations)
• Business cards
• Credit cards and cash
• Smartphone and charger
• Laptop and charger
• Headphones / earbuds and chargers
• Power bank
• Travel adapter

Clothing for a ¾ day trip:

• 2 pairs of formal pants / 4 tops
• 1 to 2 blazers / suit jackets
• 1 pair of business shoes
• 1 pair of casual shoes
• Pyjamas
• Socks or slippers for hotel room
• Undergarments – 2 per day
• Workout and swim gear
• Raincoat or umbrella
• Toiletries (toothbrush, toothpaste, hairbrush, shampoo and conditioner, deodorant, razor, makeup, sunscreen)
• Medication
• Accessories like belts, glasses / contacts and sunglasses

Harvey World Travel is a proud Partner of the NSBC