While planning solo travel to Dubai in itself is a hard task, group travel surpasses the boundaries of complexity. Travel managers have to deal with multiple touchpoints before devising the trip itineraries. However, most of them end up in a deadlock of choices, budget implications, availability issues and what not. Hence, making informed decisions backed by data becomes the need of the hour. From defining the budget for a higher ROI to finding the best suited travel options, Group Business Travel Planning in Dubai needs customized plans and thoughtful travel options. Organized travel will not only help the admins and trip managers but also the employees traveling to a foreign land. In this blog we will cover the primary points you need to know for designing a comprehensive group corporate trip to Dubai.
Group Business Travel Planning In Dubai Tips
As a travel admin or manager, you should be able to set up the perimeters of any business trip under the travel policy of the organization. While budget can be a dominating factor, you need to consider several parameters at once. These may include defining the date of the travel, number of travelers, type of accommodation required, mode of transportation, the activities covered, etc.
1. Consider the budget
Budget is the key driving force in planning any business activity. It will ascertain the kind of transportation, the class of hotels, items in the itinerary, services and facilities given to the travelers. While allocating the budget for a trip, one should keep the importance of travel and hierarchy of the travelers in mind. While affordable amenities can be offered to the executives, nothing less than the best should be maintained for VIPs. One can also take help of travel management companies to reduce the cost of each trip when the travel is a frequent activity.
2. Book flight tickets
One of the major costs during booking a group trip is the flight tickets. Individual tickets to Dubai can be expensive; however, group booking at corporate rates can be highly affordable. It is important to compare prices from different airlines and book your flights in advance to get the best rates. Also, one should avoid peak season while organizing a trip as the rates will be relatively higher than normal. Additionally, you should explore various ticket options and classes of flights. In case, the plan is not fixed and is subject to future changes, you should understand the cancellation policy of the flights, talk for corporate rates, or opt for open flight tickets. The management can make use of travel management and booking softwares such as Paxes for finding the best flight from a plethora of options.
3. Choose fitting accommodation
With the rise in travel, there is a surge in the number of hotels around the globe. There is a wide range of accommodation options that travel managers can choose from. While choosing a hotel, one should ensure a good trade off between the budget and the facilities. Standard and 3-star hotels can offer decent rooms and facilities at affordable costs. On the other hand, 4 and 5 star hotels offer state of the art services at slightly higher cost. Travel admins should remain vigilant before booking any accommodation. The hotel should be close to the event venue if not it should have good connectivity.
4. Find the right location
Dubai is a great choice for group business travel because it offers a wide range of hotels, conference facilities, and attractions. It is also a relatively easy city to get around, with a well-developed public transportation system. There are numerous event venues and meeting destinations in Dubai perfect for organizing trade shows, corporate conferences, industry seminars, client meet-ups, etc. However, it is important that you do your research and book the venue that best suits your business requirements and is cost effective in case of big events.
5. Purchase travel insurance
When traveling to any foreign or domestic land be it Dubai or other, employees should be offered travel insurance. The insurance will protect them against any emergency situations such as medical treatment on the trip, lost luggage, flight cancellations, road accidents and others. Travel managers should list down the best travel insurance companies, call them individually and find the best fit for their organization. Additionally, the concept of Duty of Care should be introduced in the companies where travel is a regular phenomenon.
Suggested Read: What Are The Benefits Of Getting Dubai Travel Insurance
6. Document the plan
In order to disburse the plan and make everyone aware of the itinerary, admins should formally document the budget and itinerary. They should forward the plan to the concerned personnel well before the trip, so that amendments and preparations can be done. The plan should be open to suggestions and enhanced with each iteration for higher ROI. Admins can also send the attachments such as flight tickets, accommodation booking confirmations, itinerary, traditions of Dubai, and cultural sensitivities.
Conclusion
Group Business Travel Planning in Dubai can be a complex undertaking, but it is definitely possible to organize a successful trip. By following the tips above, you can ensure that your trip is well-planned and enjoyable for everyone involved.
Suggested Read: Top 8 Tips To Streamline Hotel Group Booking For Corporates
Group Business Travel Planning In Dubai FAQs
How should I start planning a group corporate trip to Dubai?
Begin by setting the parameters of the trip, considering factors like the travel date, number of travelers, accommodation preferences, transportation mode, and planned activities. These parameters will form the basis of your travel plan.
How should I allocate the budget for a group business trip to Dubai?
Budget allocation should be based on the importance of the trip and the hierarchy of travelers. Executives may receive more affordable amenities, while VIPs should have the best services. You can also explore cost-saving options through travel management companies for frequent travel activities.
What are some tips for booking flight tickets for a group trip to Dubai?
Group bookings at corporate rates can be cost-effective. Compare prices from different airlines, book in advance to get the best rates, and consider the timing of your trip to avoid peak season prices. Explore various ticket options and flight classes, and be aware of cancellation policies. Utilizing travel management and booking software can streamline this process.
How do I choose the right accommodation for a group business trip to Dubai?
Accommodation choice should strike a balance between budget and facilities. Standard and 3-star hotels offer decent options at affordable prices, while 4 and 5-star hotels provide high-end services. Ensure proximity to event venues or good connectivity when selecting a hotel for your group.
