CBI Scene Blog

Business Travel Tips 101: Pharmaceutical Meeting Planner Edition

Posted by Sabrina Delio on Dec 26, 2017 10:36:00 AM

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Putting together a meeting for the pharmaceutical industry is a huge undertaking. Getting the best efforts while maximizing your time is a must. When there are so many different entities involved, travel can become stressful. Being able to navigate this first step while accomplishing everything else can be tedious, but well worth it. Here are a few business travel tips to help make things easier:

Create a travel guide

A travel guide is invaluable. It should list resources, weather forecasts, restaurants, additional hotels in the area, places to go and attractions that can be visited during downtime. It should also have a space where to create your own itinerary. Make this digitized for quick accessibility on mobile devices.

Store important documents in the cloud

Create your itinerary and have digitized copies of all essential documents. That could include personal information for the meeting planner, such as frequent flier numbers, passport id number, and emergency contact information. It is also a good idea to have any relevant documents related to the meeting you are responsible for planning. Being able to cut down on paperwork while having what you need at your fingertips is key.

Utilize pre-check opportunities

TSA Pre-Check and Global Entry are designed to help you get through security and customs faster, without having to remove clothing, shoes or electronics. Some airports also have apps that will help you get through customs without a hitch.

Use a digitized hotel key

Many hotels offer check-in via their app, with the option of using a smartphone as the room key. This helps cut down on waiting in line to check-in. You can select your room, check-in and go straight to your room whenever you arrive.

Use an app to track expenses

One of the most important elements of business travel is keeping up with your expenses. As a meeting planner, there are a number of things to keep in order, and your own expenses can quickly fall through the cracks. Apps like Expensify are quick and easy, allowing you to take a picture of your receipt with your phone.

Automate everything

While approximately 61% of meeting planners still primarily record information with pen and paper, going paperless can be a lifesaver when traveling. By working with documents and other items through a digitized system, the entire team can input and change information, provide updates and help keep things organized. Using task management software like Basecamp or Asana can be beneficial.

Plan for contingencies

It’s always a good idea to have a go-bag to carry which has the essentials for at least one night’s stay. Things happen, and getting caught with a luggage incident where you don’t have anything to wear and the meeting is in a few hours is never a good look. You should also plan to have extra chargers for any electronic devices you carry.

Being proactive in implementing ways to make your life a little easier as you travel to your venues can help you increase productivity while working at optimal efficiency. Drop a comment below to share some of your best traveling tips!

 


Sources:

https://www.smartmeetings.com/news/trends/89922/trends-for-meeting-planners
https://www.zkipster.com/5-business-travel-solutions-for-the-event-planner-on-the-go/

 

Topics: Meeting Management