Business Travel 101 — Tips and Tricks
I wrote this email to a team of IT consultants that I worked with. We all traveled all over the US and some were newer than others. I figured I’d let the new folks in on some tips and tricks that I learned along the way.
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There are travelers on the team that definitely do more traveling than I do, but I figured I’d put this together for newbies.
I hope this helps out if you’re new to business travel or if you’ve been around the block a few times. If you have additional tips let me know!
Business travel is different than vacation travel. Business is business. I think status with airlines and hotels is their way of showing pity to people that rarely sleep in their own bed. I flew on 77 planes last year which gave me American Airlines Platinum status (on segments not miles) also enough stays for Hilton HHonors Diamond, and rented enough cars for National emerald top status. If you’re going to travel you might as well maximize your perks where you can, here’s how.
Safe Travels,
Chad Raggio
Websites
www.millionmilesecrets.com — a guy that shows how to use credit cards to get the maximum amount of travel points for free travel and status.
www.flyertalk.com — message board for frequent flyers and airline employees for deals, rumors, etc about the airline, hotel, car rental industries.
www.awardwallet.com — Enter all of your reward points info and it will automatically keep up with all of your reward programs and points — hotel, airline and car rental.
www.passrider.com — designed by an airline worker to find any airline’s flight times easily. I use this to see if there are earlier flights than the one I booked — to try catching an earlier flight standby. They also have a mobile site.
www.seatguru.com — shows details about the plane you’re flying and which seats are best
www.flightstats.com — shows airport and flight delays
www.flavortownusa.com restaurants featured on Food TV “Diners Drive-ins and Dives” eat at great places!
iPhone Apps (might be available for android)
- TVFoodMaps — Food TV’s shows like Diners Drive ins and Dives visit restaurants. This app shows where they went and info about them.
- Gate Guru (free) — shows all restaurants in every airport at every terminal and which gate. It will also alert you about gate changes and delays — that info replaces Tripit.
- Get all Airline apps — Delta, Southwest, United, American, etc
- Tripit (subscription costs) I’ve had it for awhile and not sure that I will renew because there are other apps to get notifications of flight delays etc — like gate guru.
- Awardwallet — app for website described above
- Perdiem — shows the GSA rate for hotel and food expenses in every city
- Uber — taxi alternative, independent drivers
- Curb — Call a taxi, it shows them your location
SIGN UP FOR ALL HOTEL AND AIRLINES REWARDS!
It’s free and you’re missing out on free stuff if you don’t!
Stick with one airline, hotel brand and rental car company to maximize your status and points/rewards. Also watch your email to sign up for special offers like 2x or 3x points.
Hilton brands — HHonors
Their points are really inflated — it takes 30,000–60,000 points for 1 free night stay
Hilton is owned by Blackstone — the same company that owns Accuvant so we get better discounts than at other brands.
HHonors status gets you free WiFi and free breakfast vouchers at DoubleTree and Embassy suites — which means lower costs for our customers. Status might get you a room upgrade.
https://secure3.hilton.com/en/hh/customer/join/joinHHonors.htm
InterContinental (Holiday Inn) brands — IHG
Their points don’t expire!
I’ve had great success using their points from a previous job for free nights stays. Keep an eye out for “point specials” where you can get a reward room for fewer points than usual.
https://www.ihg.com/rewardsclub/us/en/join/register#scmisc=wallet_register_6c
Starwood (Sheraton) brands — SPG
Usually too expensive but I prefer their rewards over others because of their transfer rate to airlines etc.
https://www.starwoodhotels.com/preferredguest/account/enroll/index.html
Marriott
I never stay at them although they look nice. (2016 update — Marriott bought Starwood properties (SPG, Sheraton, Westin, etc) which is a HUGE merger, so it will be interesting how the points will work later)
Delta — I like Delta’s quality the best, but everyone and their brother has diamond and platinum on Delta. You’ll never get bumped to first class unless you fly around the world a few times. It’s the only airline that gives status to their credit card users. When they board the plane and call for people with status, the whole crowd steps up. They are correcting this by adding a requirement to spend a certain amount of money on Delta for status.
American Airlines — (what I fly the most because of the cost from my airport) — Don’t fly through Regan DCA airport — it’s their worst and really crowded terminal.
Southwest — No first class section, but open seating and their credit card offers a “companion pass” which means you can bring 1 (registered) person anywhere you go for free. They have the best customer service. Points don’t expire!
United — They forced me to check my bag, which they lost for 2 days (I’m bitter). However they’re the only non-stop flight for me to Houston.
Flight/Airline Tip: TSA Pre or Global Entry (can’t expense it) However if you get the Citi AA $475 per year card you get a refund for your Global Entry expense (I think that’s too much for a card)
I recommend getting Global Entry instead of TSA Pre — It costs $100 (I applied for TSA Pre before I knew about Global Entry so I haven’t applied yet)
Global Entry will give you a card like a drivers license. It’s essentially your passport on a card and it will get you through international customs quicker than a passport. Your Global Entry number can also be used as your TSA Pre “Known Traveler Number” explained below.
TSA pre costs $75
You fill out info online then go to an airport or location that can do the TSA interview and fingerprints.
When you’re approved for TSA Pre you will receive a “Known Traveler Number” you’ll want to add that number to your profile on all your different airline websites. After you enter that, your boarding pass will have your TSA Pre Known Traveler Number on it. That is what TSA workers look at when they allow you into the TSA Pre lane.
Flight/Airline Tip:
Airline status comes from:
The number of flight segments you’ve been on OR the number of miles you’ve flown.
AND — new for Delta, the amount of money you’ve spent on plane tickets.
Flight/Airline Tip:
Airlines will match your status on different airlines. You have to submit your current status info to the airline you want status on. You the have to start flying them to keep your (matched) status. Each airline is different on their requirements to keep the status.
Flight/Airline Tip:
A basic one, but people forget that your departure time is NOT when you board. You board 20+ minutes before! Don’t be that person running through the airport — not fun and not cool.
Flight/Airline Tip: If a flight is canceled due to weather you don’t get a hotel room. If it’s canceled due to mechanical they will give you a voucher for a room.
Flight/Airline Tip:
The sooner you board the plane the better because you get first choice of overhead storage for your luggage. As soon as you board, put your luggage in the first available overhead storage. It’s better to be behind your luggage than your luggage be behind you — then you would have to wait for people to get off the plane so you can walk to the back and get your luggage.
Flight/Airline Tip: Dress like you’re going camping (at the gate) and shoes like you’re going to run sprints between camp sites — because you WILL run at some point if you fly enough times.
Flight/Airline Tip:
Airline workers are human too. Be nice to them and they’ll hook you up. Gate agents can get you the last seat on the plane or put you in first class. Flight Attendants can give you free drinks and save your life, or kick you off the plane. Tip them.
Flight/Airline Tip:
Don’t sit in a bulkhead seat (wall in front of you) because it doesn’t have a place to put your backpack. You’ll have to store it overhead.
Flight/Airline Tip:
DO sit as far forward as you can because if your flight is delayed you’ll want to get off the plane first to catch your connecting flight.
Flight/Airline Tip:
If you don’t have status and you’re in zone 4 boarding, board when they call zone 1. Live on the edge. The gate agent doesn’t care (from what I’ve heard)
Flight/Airline Tip: If you’re flying late night or early morning, get a window seat so you can lean on the window to sleep.
Flight/Airline Tip: An exit window seat might get cold around the door seal.
Flight/Airline Tip: Always print a boarding pass at the ticket counter so you have a paper boarding pass to give gate agents if you need to make changes to your flight. You can also use this later when you get home to verify that they credit your account with the miles you flew.
Flight/Airline Tip: Don’t wait in a long airport customer service line to rebook a canceled or delayed flight. Call the airline directly and get it handled over the phone then go get your boarding pass reprinted at a gate.
Flight/Airline Tip: Your status with an airline determines your position on the standby list if you’re trying to catch an earlier flight than your original flight. It’s not first come first serve, it’s status.
Flight/Airline Tip: Use a gallon ziploc bag for liquids instead of a small ziploc. Deodorant isn’t a liquid so you could bring full size and pack in suitcase. Buy a refillable travel size shampoo bottle.
Flight/Airline Tip: Entertainment
(because you can only read Sky Mall so many times)
- Books on Kindle app on a phone or iPad
- downloaded movies or TV episodes on iPad or big phone
- Amazon prime videos app allows you to download movies/tv shows to watch offline when you’re not connected to the Internet.
- podcasts
- audio books
- games that don’t require Internet.
Tip: Luggage
MAKE IT ROLL Buy luggage with 4 wheels so you’re not dragging a 2 wheeler around with your backpack on top. Lugging luggage for miles sucks. Airline workers hate your luggage and will destroy it. Buy cheap luggage at TJMAXX and replace as needed. Use WD-40 on the wheels because they’ll be used for literally miles. Some airline workers replace their suitcase wheels with inline skate wheels or skateboard wheels. Running through the airport is easier with 4 wheels too (unless the floor is carpeted (Charlotte))
http://www.flightattendantshop.com/replacement-wheels/
http://www.ebay.com/gds/How-to-Repair-Luggage-Wheels-/10000000177770783/g.html
Tip: Packing for a business trip
Pack as light as possibile so you can carry-on your luggage.
Bring 2 pair of shoes. Running and business shoes — also flip flops (because they’re flat and don’t take up room) Pack one pair of shoes and wear the other pair on the plane. Shorts and tshirt don’t take up too much room either for after-hours.
Pack a few essentials in your backpack for worst case scenario — so if your luggage ends up gate-checked and you’re separated from it, you’ll still have items if you have to stay in a hotel.
Tip: Luggage
Carry on and don’t check your luggage if at all possible. Your flight might be canceled or delayed and your luggage will end up on a plane going somewhere you’re not. Carrying-on also allows you to standby on other planes or take a different flight if necessary.
Tip: Jacket
I’ve heard of jackets that are built for travelers that have many pockets for a lot of things you’ll want available when you’re sitting on the plane. You can put your wallet, earphones, phone, etc in it and when you walk through TSA security line you just put the whole jacket thru the X-ray without having to empty pockets.
Tip: Earphones — In-ear foam earphones blocks out all outside noise like crying babies or dramatic talkative passengers on a plane. I’m a fan of Shure and I have the SE215 model but there are many high quality earphones — check out http://www.head-fi.org for reviews and opinions on the best. (If you really like these travel tips, you can send me a gift of Ultimate Ears custom in-ear monitors low price of only $1350)
My opinion on over-the-head headphones is that they are too bulky for travel and don’t seal out sound like in-ears do, plus they are more to haul around. Don’t settle for the trendy over priced Bose or Dr Dre Beats — upgrade to in-ear quality.
Shure SE215-K Sound Isolating Earphones with Single Dynamic MicroDriver https://www.amazon.com/dp/B004PNZFZ8/ref=cm_sw_r_awd_eigUub1F4R26F
Tip: Buy a bluetooth rechargeable speaker for music in your hotel room. I use mine every day. They can also act as a speakerphone if you need one on-site at a customer. This one has great sound and I recommend the $79.99
Ultimate Ears Mini Boom Wireless Bluetooth Speaker/Speakerphone — https://www.amazon.com/dp/B00E9YIFQ4/ref=cm_sw_r_awd_begUub0Y5FCPR
Rental Car Tips:
I used to rent Hertz and was in the Presidents Circle. I switched to National and the experience was MUCH better at National. Upgrades are much better at national. Hertz doesn’t care that you are President circle and will rarely upgrade you. National you can walk to the top emerald level aisle and pick any big vehicle. I had National match my Hertz status and the first “standard” car I rented I was able to walk to a loaded Suburban and drive off with no extra cost.
Others will status match competitors if you want to switch.
Silvercar is a rental company that only rents silver Audi. You can find special deals on Silvercars that make them as much or less than renting Hertz etc — only available in a few cities.
Beware you may have to explain to a customer why you’re driving nice cars on their bill.
The only thing I look for in a rental car is bluetooth for my phone/music. Well, and low milage.
Rental Car Tips: Do NOT bring a car back without filling up the fuel. They will gouge you and charge $9+ a gallon (which can equal $150 for gas if you’re wondering)
Rental Car Tips: Never mention the words “XM” or “GPS” or you will be charged for it.
Rental Car Tips: TOLLS if you use the toll pass provided with the car, you will be charged DAILY whether you go through a toll or not — PLUS the toll. Then the toll is billed to your credit card after you’ve already turned in your expenses — so you get stuck eating the cost.
Use Google Maps GPS on your phone. when you look up an address, there is an option to “avoid tolls” and it will route you around the tolls — yes that means you’ll be driving down side and back roads.
Rental Car Tips: If you’re returning a car and you’re late for a flight, you do not have to wait for the attendant to check in your car and give you a receipt. They will check it in without you waiting and you’ll receive the receipt in your email (if you have all of that info in your profile on the Hertz website) however they could charge you for things and you won’t be able to contest them on-site with the manager.
Rental Car Tips: If you leave nice sunglasses in the car and try to call lost and found, give up, they’re gone..
Rental Car Tips: Some rental car centers are located about 5000 miles from the airport so get there early if you don’t want to be late for your flight. In a pinch, offer the shuttle driver a tip to get moving instead of waiting to fill up the rest of the bus (you can’t expense cash tips).
Tip: Google Maps app has a “favorite” option for the addresses you enter. It’s handy to favorite your hotel and the customer location so you can look them up easily when you’re out at restaurants etc.
Tip: Have a source for internet besides wifi, like tethering your phone. That’s for multiple reasons including getting stuck in an airport with bad internet access.
Tip: Buy a separate battery pack to charge your phone. They come in 1.0 amp and 2.0 amp output. 1.0A is for small phones, 2.0A is for iPads or larger iPhones.
Tip: Bring a cheap 10 foot extension cord in your backpack to use at hotels or airports that don’t have power available near you.
Tip: Your Hilton brand hotel receipt can be downloaded on their website. Hertz and National will email you your receipt when you return the car. You can upload those PDFs to Concur for expenses.
Hotel Tip:
I stay mostly at Hilton brands so I know most about them. Other brands offer many of the same perks depending on the brand.
Embassy Suites, Hilton and DoubleTree have restaurants and usually good food.
Embassy Suites has a Manager’s Reception every night with free snacks and drinks.
Homewood Suites rooms have full size kitchen, refrigerator and living room for long term stays, although the decor is not as nice as other hotels. They have free breakfast AND free dinner and drinks (tastes about as good as the free breakfast).
IHG brands
Holiday Inn (not express) have restaurants.
Springhill Suites is like Homewood suites — full kitchens in your room.
Travel Credit Card Tips:
PAY THEM OFF MONTHLY
Visit www.millionmilesecrets.com for reviews of all travel cards.
Credit card and rewards companies will run specials on points, so keep an eye out for specials before you apply — like 50,000 miles from American Airlines or US Airways — opposed to their usual 40k.
Hilton brands — HHonors (there are 4 different Hilton cards, A couple of them offer 10x points per $1 spent at Hilton brands)
Starwood (Sheraton) brands — SPG
IF YOU DECIDE TO APPLY FOR THIS CARD PLEASE LET ME KNOW
I can get 5000 free points! THANKS!
SPG is the best credit card for transferring points to airlines 1-to-1 point transfer.
Safe Travels!
