A quick guide to business travel

Entrepreneur, June, 1998 by Shirley Louise Walker

In our fifth annual Business Travel Awards, we highlight the best products and programs offered by travel service suppliers that have focused on small-business owners whose travel expenses come right out of their own pockets.

This is not a ranking or a formal survey; it is a recognition of companies that consistently offer value-conscious travelers affordable options. If it weren't for some of these providers, many small-business owners would be unable to fly across the country or find an inexpensive night's sleep in a big city.

The following pages are packed with tips and information to help you save money and endure fewer headaches and hassles. So if you want to get the most from your business travels, read on!

ELECTRONIC AVENUE

Despite the recent hype over making travel arrangements online, most people are still using the Web primarily as a research tool. The best way to make your reservations generally depends on the type of traveler you are and the nature of your trip. Booking online works well for simple trips to familiar places, but you'll still need to contact a live human travel agent for complicated itineraries or trips with possible last-minute changes, upgrades or cancellations.

There are two main places on the Web to make travel arrangements. First are airline Web sites - almost all now allow travelers to buy tickets online. As an incentive to try this option, many airlines routinely offer frequent flier bonuses to online bookers. But like a call to an airline's toll-free number, when you make reservations on an airline's Web site, you don't have access to other airlines' flight and fare information.

The other place to book travel online is at travel agent sites. These sites are full-service travel agencies offering more than just flight availability, fare information and booking capabilities for a variety of airlines. They are also replete with destination information, computerized mapping and directions, restaurant reviews, and links to car rental and hotel booking sites. Plus, if you run into trouble online, there's usually a toll-free number listed so you can speak to someone to untangle your reservation. Some sites to check out include: www.thetrip.com, www.biztravel.com, www.expedia.msn.com, www.travelocity.com or www.itn.com.

SPECIAL AGENTS

Travel agents are people, too - which means some are good and some aren't. Finding the right one to handle all your travel needs takes time and effort. First, determine the type of business services you require from an agent, as you may not use the same one for your business travel needs as you do for your vacations. Ask business contacts, friends or consultants for referrals.

Once you have a short list of agents to talk to, set up meetings with each. Interview travel agents the way you would interview job candidates: Find out how long they've been in business and how familiar they are with your specific travel needs. Above all, you need to feel comfortable with this person. And like finding a good doctor, lawyer or accountant, when you find a good agent, stick with him or her - it will free you up to concentrate on running your business.

BAGGAGE CHECK

Just like a new pair of shoes, the luggage you choose can make your travels more comfortable or literally give you blisters. And like a good pair of shoes, most durable luggage is not cheap. Some tips when researching luggage:

* Look for bags with heavy-duty stitching, zippers, metal buckles, and padded handles and shoulder straps. Thick ballistic nylon, leather or a combination of the two are your best bet. Opt for dark colors that don't show scuffs easily.

* Bags with a good set of wheels are one of the best options for getting around airports quickly. These "roll aboard" suitcases with built-in wheels and an extension handle score high with most travelers, but beware of the strict carry-on policies now being imposed by most airlines regarding size and number of pieces.

* To identify your suitcase among the sea of bags on the conveyor belt, tie a piece of colorful ribbon or yarn to the handle.

SPACED OUT

These days, airplanes seem to be packed tighter than ever. All that uncomfortable togetherness requires a new set of manners. Keep these tips in mind the next time you board a plane:

* Obey rear-to-front boarding instructions, especially if you have any unwieldy carry-on bags.

* Use the space above your seat for your carry-on bag; if that area is full, stow your bag above the rows ahead of you. This prevents you from going against traffic when retrieving your bag when the plane has landed.

* Do your best to avoid blocking the aisle when stowing your bag in the overhead bin. If you're having a problem, let other passengers get by.

* When stowing a large or heavy bag in the overhead bin, remove any soft items, such as coats or jackets, already placed there. Then replace them, neatly folded, on top or along side your bag.

* Place heavy, breakable or possibly leaky items under the seat in front of you, not in the overhead bin.