In the corporate world, travel and events often go hand in hand, but the integration between them still leaves much to be desired. Although they share several logistics providers – such as airlines, hotels and specialized agencies – these two activities are often treated separately. This approach can represent a missed opportunity, since integrated management can generate valuable synergies, optimizing resources and providing more enriching experiences.
Below, we explore ways to leverage these connections and maximize the return on investment in corporate travel and events.
The power of integrated management
Managing travel and events in an integrated manner does not necessarily mean centralizing the operation under a single manager, but rather adopting a collaborative approach. Professionals from both areas can work together to identify opportunities for optimization and seek solutions that benefit both fronts.
For example, instead of treating event ticket reservations as individual trips, companies could negotiate blocks of air tickets. This strategy, typically applied in groups, can reduce costs and facilitate planning.
Furthermore, by integrating travel and events, it is possible to use the same suppliers for transportation and accommodation, obtaining better conditions and special conditions for participants.
How to simplify expense tracking?
To achieve this integration, companies must be able to easily identify and track travel for events. This is where “Trip Reasons” come in – codes that categorize the reasons for travel, such as “Events”, “Congresses” or “Meetings”. This feature helps to separate event expenses from traditional corporate travel, facilitating analysis and contract negotiation.
It is essential that online booking tools (OBTs) and travel agency systems are prepared to capture these codes. This way, it is possible to identify travelers participating in events and correctly allocate costs, considering them in specific reports for more accurate management.
Customized reservations for specific needs
When it comes to accommodation reservations, the integrated approach also has advantages. Instead of using OBT to have each traveler book their own hotel, companies can negotiate blocks of rooms in advance or choose an official hotel for the event. This not only makes it easier to control costs, but also provides travelers with a more consistent experience.
In addition, there may be situations where the attendee is welcomed by colleagues at the destination, or even hosted by local partners as a gesture of hospitality. In these cases, it is important that the process allows for justifications for not using standard corporate tools, maintaining flexibility without losing control.
The complexity of the scenario requires specialists
The combination of corporate travel and events presents many nuances, and understanding how these activities can complement each other requires in-depth knowledge. Decisions about transportation, accommodation, negotiation of blocks of services and financial reporting need to be based on a broad view that considers both the company’s objectives and the needs of its employees.
Only experienced specialists can identify best practices and opportunities to integrate these two worlds efficiently. TP Corporate, with its expertise in travel and event management, is ready to help your company navigate this complexity. Our integrated approach delivers a unique experience that goes beyond simple travel – it transforms every trip and event into a unique opportunity to engage and inspire your employees.
To enhance corporate travel and event experiences, it is necessary to adopt an integrated management strategy that makes the most of resources and streamlines processes. This approach not only allows you to optimize costs, but also enhances the experience of participants, transforming each trip into a meaningful moment.
With TP Corporate, you can count on the support of experts who understand the particularities of this scenario and offer customized solutions to maximize the success of your trips and events. Don’t let opportunities go unnoticed – integrate your operations and discover how to maximize results with smarter, more connected management.
