How to Prepare for Unexpected Events on a Business Trip

We've all heard the saying that "even the best laid plans go awry," and as travelers this phrase rings especially true. From speeding through security to scoring upgrades and knowing which hotels have the fastest Wi-Fi, we've perfected the art of business travel – but some things are simply out of our control. It's never something we like to think about, but being prepared can make all the difference when encountering a bump in the road. So, here are a few tips on how to prepare for unexpected events.

 

Natural Disasters, Political Unrest, or Other Major Events

Serious events like natural disasters, transportation strikes, and political unrest are not fun to think about. Events like this are out of your control and, for the most part, don't need to be a point of stress or concern when traveling. That being said, it never hurts to be prepared!

Luckily, there's Concur Locate to give you peace of mind while traveling. If you're an SAP Concur user and your company has purchased Concur Locate, your company will be able to give you advice and assistance if you're ever somewhere a potentially dangerous situation is occurring.

To ensure you receive these communications, update your SAP Concur profile with your mobile phone number and opt into these messages. You'll also want to download the SAP Concur mobile app so you can check-in as safe or request assistance if necessary.

Making sure people know where you are is important. With TripIt, this is easy. Organize your itinerary and share it with family or friends. And don't forget to make sure your business trips are synced with SAP Concur - this will help ensure you get the benefits of Concur Locate. It's also a good idea to register with the local embassies when traveling abroad. U.S. citizens can do this through the Smart Traveler Enrollment Program (STEP).

 

Delays and Cancelations

Less serious but more common, delays and cancelations are events that can put a damper on your business trip.

You never want to get in late for a meeting or miss out on a family gathering on your way home. Stay one step ahead of delays and cancelations with alerts from TripIt Pro. The app also makes it easy to search for alternate flights from all airlines so you can call to rebook if need be.

Other apps, like LoungeBuddy and SAP Concur, can help soften the blow if you need to hang out in the airport, book a new hotel, or rearrange travel plans.

 

Lost luggage

The best advice to avoid losing luggage is to not check any in the first place. As a business traveler, you'll want to get good at packing everything in a carry on. Haven't perfected the art of carry on packing yet? Find some tricks of the trade herehere, and here.

If you have no choice but to check, there are a few things you can do that won't prevent luggage being lost but will at least soften the blow if it does happen.

First, make sure you take the most important items with you on the plane. Think electronics, medications, at least one business appropriate outfit, and the like.

Next, consider travel insurance. This will help cover the cost of the items you'll need to replace while waiting for you luggage - or permanently if it's never found.

Finally, know what you're entitled to. Some airlines give stipends per each day you don't have your bag while others will reimburse you when you present receipts. In the U.S., airlines must reimburse you for your bag and its contents if they're unable to find it, so keeping lists or pictures of what you pack never hurts.