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Why hire a corporate travel agent? Benefits and tips for business travellers

Let’s say your team’s next big meeting is set in another city, and you’re stuck figuring out flights, hotels, and transportation. The clock is ticking, stress levels are rising, and you’re wondering if there’s a better way. Should you go DIY, hire an individual agent, or partner with a travel management company (TMC)?

Let’s unpack why working with a corporate travel agent is a smart move and how it can transform your business travel experience from chaotic to seamless.

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Managing travel in-house might seem cost-effective, but this DIY approach is often exhausting. It means juggling multiple bookings, dealing with disruptions on your own, and often missing out on exclusive deals that a corporate travel agent can secure. It’s like trying to bake a soufflé without a recipe—doable, but risky and stressful.

In this article, we’ll walk you through why hiring a corporate travel agency is a game-changer, how they can simplify your travel woes, and what benefits you can expect.

Understanding corporate travel agents

Imagine having a sidekick who knows all the ins and outs of business travel. That's your corporate travel agent. They handle everything from booking flights and hotels to managing travel disruptions, all while tailoring the experience to your company’s unique needs. But there's more to the story.


In-house agent vs. travel management company (TMC)

An in-house corporate travel agent works independently, offering personalised services to their clients. They might manage bookings, find deals, and provide direct support. They bring a hands-on, customised approach to travel planning, perfect for smaller companies or those with simpler travel needs.

On the other hand, a travel management company (TMC) like Corporate Traveller goes beyond individualized service by offering a broader range of services. A TMC combines the expertise of its internal travel agents and leverages advanced technology to manage complex business travel needs efficiently. TMCs provide comprehensive travel solutions, including 24/7 support, detailed reporting, and travel policy compliance. For businesses with extensive travel requirements, a TMC is like a well-oiled machine, ready to tackle any travel challenge.

Benefits of partnering with a corporate travel agent

Alright, let's dish out the juicy bits! Why should you consider partnering with a corporate travel agent, particularly one from an established agency or TMC? Because they’re the secret ingredient to a perfect business trip. Choosing a corporate travel agent within a robust agency or TMC network opens the gate to an array of services, support, and expertise that outmatches what a lone agent can provide. This partnership is your passport to effortless, worry-free business journeys. 

Let’s break it down:

Cost savings

One of the biggest perks of a corporate travel agent is access to exclusive deals and discounts. These agents have industry contacts and resources that can help you secure the best rates. Efficient itinerary planning also minimises expenses, making your travel program cost-effective.

Time efficiency

Time is money, especially in business travel. A corporate travel agent streamlines the booking process and handles all travel logistics, freeing you up to focus on your core business activities.

Expertise and experience

Corporate travel agents are experts in the field. They have extensive knowledge of best travel practices and destinations, ensuring that your business trips are smooth and hassle-free. With access to industry contacts and resources, they can provide you with insider tips and recommendations.

Support and assistance

Travel disruptions can be a nightmare. But with a corporate travel agency, you have 24/7 travel support at your fingertips. Whether it’s a flight delay or a last-minute change, they are there to assist you, ensuring that your travel plans stay on track.

Technology

Modern corporate travel management leverages advanced technology to give you visibility into your travel program. From metrics and KPIs to spend analysis and reporting capabilities, a business travel agency ensures that you stay informed. They also help with travel policy compliance, sustainability, and traveller safety and well-being.

Who needs a corporate travel agent?

Corporate travel agents aren't just for the big players–they're for everyone. Whether you’re a small startup with big dreams or a well-established company looking to streamline your travel, a corporate travel agent can transform your travel experience.
 

What type of company needs a corporate travel agent?

If frequent business trips, complex itineraries, or managing travel expenses are occupying too much time and resources, it might be the perfect moment to partner with a corporate travel agent. But how do you know if it's truly time to enlist their services? Here are a few telltale signs:

  • Number of employees: If your company has 50+ employees, especially with 20 to 500 frequent travellers, it’s time to consider a business travel agent. Coordinating travel for a large team can be a logistical nightmare without professional help.
  • Travel spend: Companies with a travel spend above $50k annually benefit immensely from travel management services. Business travel agents can help you get the most bang for your buck, ensuring that every dollar spent is optimized.
  • Travel destinations: Are your employees jetting off to exotic or remote locations? Certain destinations require expertise. A corporate travel agent has the knowledge and connections to navigate these tricky travel routes seamlessly.
  • Industry: Some industries have specific needs when it comes to business travel. For example, sports teams, marine workers, oil and gas engineers, often have unique travel requirements. Corporate travel agents understand these nuances and can provide tailored travel management solutions.

How do you know you’re ready to outsource your business travel?

So, how do you know it’s time to bring in the pros? Here are some signs:

  1. Travel headaches: If managing travel is consuming too much of your time and resources, that's your cue.
  2. Cost overruns: If your travel budget regularly spirals out of control, a travel management company can help tighten the reins and ensure your travel spend delivers maximum value.
  3. Travel disruptions: Frequent travel disruptions without a proper support system can be frustrating, but a corporate travel agent can provide 24/7 support and proactively turn potential travel crises into minor hiccups.
  4. Lack of visibility: If it's tough to keep track of what you're spending on travel, you're not sure whether travel policies are being followed, or keeping up with rules and regulations is getting complicated, it might be time to get some help from a corporate travel agency.

Finding the right corporate travel agent for your business

Alright, so you’re convinced—you need a corporate travel agent. But how do you choose the right one? Stepping into a corporate travel partnership is like starting a new journey. You’ll want a co-pilot with the right experience, a proven track record, and a suite of services tailored to your destination.
 

Key factors to consider

First things first, you need to evaluate your options. Here are the key factors to consider:

  • Experience: Look for an agency with a proven track record. How long has the agency been in the business? You want seasoned pros who know the ins and outs of corporate travel management, not a newbie trying to find their footing.
  • Reputation: Check out reviews, testimonials, and case studies. What do other clients say about them? A stellar reputation is like a Michelin star, earned through consistent excellence.
  • Services offered: What can they do for you? Make sure they offer a full suite of services that meet your business travel needs. You need more than just bookings—think support, reporting, and personalised service.

Questions to ask potential agents

You need to ask the right questions to see if you’re a good match. Before you sign on the dotted line, ask these questions to ensure they’re the right fit:

  1. Experience: How long have you been managing corporate travel?
  2. Specialisation: What experience do you have with companies in our industry?
  3. Support: What kind of support do you offer? Is it 24/7? How do you handle travel disruptions and emergencies?
  4. Technology: What travel management technology do you use?
  5. Customisation: How do you tailor your services to meet our specific needs?
  6. Cost savings: How can you help us save on travel costs? Can you provide examples of cost savings you’ve achieved for other clients?

FAQs

  • What is a corporate travel agent?

    A corporate travel agent is a professional who manages business travel for companies, including booking flights, hotels, transportation, and handling travel disruptions. They help streamline travel management, ensure compliance with company travel policies, and optimise travel budgets.

  • What is the difference between a corporate travel agent and a travel management company (TMC)?

    A corporate travel agent may work independently or within a small agency, providing personalised travel support. A travel management company (TMC) offers a broader range of services, including technology-enabled booking platforms, travel analytics, 24/7 support, policy compliance, and risk management.

  • How can a corporate travel agent save my business money?

    Corporate travel agents have industry contacts and access to exclusive corporate rates. They also help avoid unnecessary costs by ensuring compliance with company travel policies and optimising itineraries to reduce inefficiencies, cancellations, and last-minute booking fees.

  • What are the main benefits of using a corporate travel agent?
    • Cost savings: Access to exclusive rates, discounts, and efficient itinerary planning.
    • Time efficiency: Agents handle all bookings and logistics so your team can focus on core work.
    • Expertise: Agents provide insider tips and destination knowledge.
    • Support: 24/7 assistance for travel disruptions or last-minute changes.
    • Technology: Tools for tracking spend, reporting, compliance, and traveller safety.

  • How can I measure the impact of hiring a corporate travel agent?

    The impact can be measured by:

    • Reduced travel spend and increased cost efficiency.
    • Time saved on booking and travel management.
    • Fewer travel disruptions and quicker issue resolution.
    • Improved compliance with travel policies and reporting.