However, whether your team does their best work, whether it’s completely remote, hybrid, or in real life (IRL) 5 days a week, one thing’s for sure, companies are hosting more face-to-face events than ever before. In fact, in a recent survey, 83% of travel managers and administrators said they were planning more IRL events than in the past 12 months.
But as any experienced event manager knows, pulling off an outstanding team event is no easy task. This usually involves a never-ending to-do list: finding dates that suit everyone to maximize attendance; Pick a unique location; Arrange travel and accommodation so that everyone is there in one piece, and choose exciting activities to keep everyone engaged. Always try to stay within budget!
As companies become increasingly cost-conscious, how can you pull off a successful team event without disappointing your CFO?
Whether you’re hosting an upcoming team-building event or a company-wide retreat, TravelPerk can help you save money on travel and accommodations while also reducing company admin costs. Here’s how:
5 ways TravelPerk can save you money on team events
1. Exclusive corporate discounts and the largest travel list
If you’re booking business travel on websites designed for consumer travel or through a traditional travel agent, you’re paying far more than you need to.
TravelPerk integrates directly with numerous travel providers such as airlines, hotels, trains and car rental companies so you can book everything from one place. We use the combined buying power of our large customer base to get you exclusive rates and discounts you won’t find anywhere else. Also, if you regularly use a particular hotel chain, we are happy to negotiate special discounts on your behalf. Our customers save an average of 20% on business travel when they book with us.
2. Track your event costs in real-time
No matter how big or small your team event, it’s easy to go over your budget; Especially if you book travel and accommodation on multiple websites and have to manually keep track of invoices and receipts. In most cases, overspending occurs because you’re always tracking past expenses instead of seeing what’s being spent in real-time.
With TravelPerk, you can apply different labels to your company’s events and then track your spending in real-time within our sophisticated reporting tools. You can drill down costs for each event into a simple, easy-to-use report. Your finance team can filter reports by date, travel type, group, recoverable VAT and more. See how it works below.
3. Coordinated travel policies so everyone stays on budget
Another way companies can save money by planning their team-togethers is through customized travel policies built into the TravelPerk platform. You can set up travel policies in our tool in minutes and apply rules to different teams, meaning employees are empowered to book their own travel knowing they’re not overspending the company budget.
If an employee tries to book a flight or hotel that falls outside the policy, it will be flagged by our booking tool. Plus, with the freedom to create customized trip authorizations, you’ll have complete peace of mind that you’re achieving maximum travel policy compliance while keeping your event within budget. Win, win for all.
4. Plan, organize and share your event details from one platform
At TravelPerk, we always listen to customer feedback and look for innovative ways to make our customers’ lives easier.
When it comes to arranging travel and accommodations for team events, most companies don’t use specialized collaboration tools, relying mainly on email, Outlook calendars, and Microsoft Excel to coordinate their team get-togethers. Juggling multiple different platforms to organize travel for your company event can cause a lot of headaches, added stress and manual organization for your staff.
With TravelPerk Events, you can invite attendees, organize attendees, communicate plans, as well as book and manage travel all from the same platform. (Gone are the days of having 25+ tabs open in your internet browser…)
After employees accept event invitations, event managers and attendees can see their colleagues’ travel bookings, which hotels they’re staying at and communicate updates from a single tool. What used to take hours, several emails and multiple different spreadsheets to keep track of everything now only takes minutes. Save your team time and money with TravelPerk events.
5. We’ve got your back if you need to change plans.
If one thing is certain when planning an event, it’s that you should always be prepared for the unexpected.
Sometimes travel plans have to change, employees get sick, or the sales conference you planned to attend with your team gets canceled.
Last minute changes are sometimes unavoidable.
With FlexiPerk, you’re covered for any eventuality. For a small fee, you can add FlexiPerk to your booking and if you need to, you can cancel up to 2 hours before departure and get at least 80% of the cost of your trip back. No questions were asked. Peace of mind now.