Corporate travel is an essential part of running a successful business—whether it’s meeting clients, attending conferences, or exploring new opportunities. But let’s be honest: travel expenses can quickly spiral out of control, especially for small businesses.

As someone who understands the challenges of juggling budgets and finding reliable options, I’ve put together these 10 practical tips to help you save money on corporate travel without cutting corners. Let’s make your next business trip a win for your bottom line too!

1. Book Directly and Skip the Hidden Fees

If you’ve ever booked through an OTA (Online Travel Agent), you might have noticed those “extra fees” that sneak in at the last minute. What many don’t realize is that you can often get a better deal by booking directly with the accommodation provider.

Not only can you save up to 20% in some cases, but you’ll also have a direct line to the property owner or manager. This means no middlemen, more personalized service, and often some insider perks. If you're looking for accommodations in Cambridge, for instance, many local providers offer direct booking discounts just like we do!

2. Start Planning Early

We’ve all been there—scrambling to book a last-minute trip and being hit with sky-high prices. Planning ahead is one of the simplest ways to save on business travel. Many accommodations and airlines reward early bookers with lower rates, giving you one less thing to stress about before your trip.

3. Sign Up for Loyalty Programs

Loyalty programs aren’t just for frequent flyers or big corporations. Many airlines, hotels, and even short-term rental providers offer rewards programs that let you earn discounts or free upgrades. Over time, these little savings can make a big difference—perfect for small businesses looking to stretch their travel budgets. Just adding your email to an emailing list can earn you all sorts of benefits and discounts!

4. Consider Short-Term Rentals Over Hotels

Here’s a game-changer: short-term rentals. If your team is traveling for more than a couple of nights, these are often much better value than hotels. Not only are they typically more affordable, but you also get added benefits like kitchens (perfect for saving on dining out), laundry facilities, and more space to work or relax.

5. Use Smart Booking Tools

Let’s face it, hunting for the best deals can feel like a full-time job. But there are tools out there to make it easier. Price comparison websites and apps can save you hours of searching by showing you the best rates across different providers. Pro tip: use price alerts to track fluctuations so you can book when the price is just right. But, once you've found a property that suits your needs - it's almost always cheaper and more beneficial to book directly with the provider!

6. Combine Business Goals in One Trip

Ever traveled to meet one client only to realize you could’ve scheduled another meeting while you were there? Combining multiple objectives into one trip is a simple way to save on travel costs. Fewer trips mean fewer expenses—and fewer headaches too.

7. Set Clear Travel Guidelines

One of the biggest challenges for small businesses is controlling costs when multiple team members are booking travel. A clear, simple travel policy can make all the difference. Set guidelines around budget limits, preferred booking platforms, and what’s reimbursable. It keeps everyone on the same page and helps avoid unexpected expenses.

8. Be Flexible with Travel Dates

Traveling on a tight schedule? Flexibility can be your best friend. Mid-week flights and off-peak seasons often come with much lower rates than weekends or holidays. If you can adjust your travel dates slightly, you’ll often see significant savings.

9. Choosing Accommodations in Central Locations or Just Out of Town?

Staying slightly out of town might look cheaper at first, but factor in the cost of taxis, trains, or lost time, and it’s not always worth it. Choosing centrally located accommodations—like some of our properties in Cambridge—means you’re close to everything you need, potentially saving you time and money in the long run. But this is not always the case! Out-of-town properties are often cheaper and thus owners might offer much lower rates. Always check both options!

10. Reassess the Need for Every Trip

Do all your meetings really need to happen face-to-face? With video conferencing tools better than ever, some interactions can be just as effective virtually. Save in-person meetings for the times that really count—like sealing the deal with a big client.

Wrapping It Up

Corporate travel doesn’t have to break the bank, even for small businesses. By following these tips, you can save money, avoid common booking headaches, and focus on what really matters—growing your business.

And remember, booking directly can make a big difference. If you’re planning a trip to Cambridge, check out our website for exclusive offers and beautifully located properties that make business travel effortless.

Here’s to smarter, stress-free travel—see you soon!