Tonia Ryan, Business Development, Leader of Tonia In Vegas Discount Travel Team and CEO of Techvoya.com.
Business travel isn’t all glitz and glamor (despite what Instagram might suggest). Sure, corporate expense accounts can cover luxe hotels and lavish dinners, but for many entrepreneurs and small business owners, the costs come straight out of our pockets. Every dollar saved is a dollar earned—and that’s especially true when you’re footing the bill for your own business trips. When I created a luxury travel club, I knew there had to be a better way to travel and cut the costs.
Whether you’re an up-and-coming entrepreneur or a savvy corporate pro, here are seven ways to keep your business travel budget under control without sacrificing the essentials:
1. Book early.
Ignore the little voice whispering, “Just book the flight later.” In my experience, booking flights and hotels early can save you hundreds of dollars. Not only are prices usually lower weeks or months ahead of your trip, but you’ll also have more options to choose from (hello, aisle seat and decent hotel location). Last-minute flexibility is overrated when it comes with a hefty price tag. Choose an airline that allows you to cancel or change your flight without penalties if needed.
Pro tip: Aim to book flights around Tuesday or Wednesday, as they often have lower rates compared to other days.
2. Flex your flexibility.
Speaking of timing, if your schedule allows, try flying and checking into hotels midweek. Flights on Tuesdays and Wednesdays are often less expensive than those on Fridays or Mondays (the busiest travel days for businesses). Hotels may also offer better rates if you avoid peak weekend dates.
3. Embrace alternatives to the luxury hotel.
Unless you’re hosting an investor meeting at your hotel, you can skip the standard five-star hotel. Look into alternatives like boutique hotels or corporate rentals. These options are often cheaper and may provide added comforts, like access to a kitchen so you can skip the overpriced room service.
And if you’re loyal to a particular hotel chain, or you are a member of a hotel discount club, check for exclusive deals. Some offer 4-star hotels at 2-star prices.
4. Coupon like a boss (even for dining).
Just because you’re on a business trip doesn’t mean you need to splurge on every meal. If you’ve got some flexibility in where you dine, search for discounts or check out local “lunch special” deals. Dining during happy hours is another wallet-friendly way to cut down on costs (while still enjoying some great food). Another idea is to hit up a local grocery store for breakfast snacks or light lunches to save money (and time) if you need to.
5. Plan ahead for your downtime.
Got a few free hours after meetings? Instead of randomly flinging yourself into tourist traps, do some research ahead of time. Many attractions offer free or discounted admission on certain days or times. For example, museums often have “free nights” or substantial discounts for early evening visitors. Google “deals on activities and events” in your destination city. If you love walking tours, look for companies offering free (or pay-what-you-wish) city tours. They’re a great way to unwind and explore without breaking the bank.
6. Use rewards to your advantage.
If you’re a frequent traveler, building up points through airline loyalty programs can turn expenses into savings. If your credit card offers travel rewards, use it strategically to earn miles, cash back or discounts on future trips. Before you pay full price for flights, Uber rides or even Wi-Fi, check whether your card offers complimentary perks at no additional cost.
Pro tip: If you’re flying from city to city during your trip, try to stick to one airline to maximize rewards in a single program.
7. Do the math on a rental car vs. rideshare.
Unless your meetings are in the middle of the desert, you have options. If you barely have to leave your hotel, ride-sharing apps like Uber and Lyft will likely be the cheaper option. If your trip does revolve around rural areas, a rental car is probably better, but you can make the most of corporate rental programs to save on day rates. Don’t forget to check if your hotel charges for self-parking or valet.
The big takeaway is this: business travel doesn’t have to be financially overwhelming—especially if you plan ahead and make smart decisions about your expenses. Whether it’s a $5 coffee here or a $30 dinner there, those costs add up over time. And hey, who doesn’t want to save a few extra dollars for an indulgent post-trip celebration once the hard work is done? I know I do and now you can, too.
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