• Research
trip options. Do you really need to travel? Would a video or web
conference suffice?
• Do
a preliminary budget of all your anticipated expenses (air, hotel, transportation,
meals, entertainment).
Estimate how much you will be spending and try to stay within or below
that budget.
• Use
UT preferred travel agencies. There’s power - negotiating -
leverage in numbers.
• Internet
fares aren’t always the most economical.
Internet fares tend to be very restrictive. A few cancellations or changes
can eat up any savings you may have thought you were gaining. As a traveler,
when buying an Internet fare, you lose the guarantees that you get through
your contracted travel agencies. Also, travelers that use a non-approved
ticketing method cannot be assisted in case of enroute trouble.
• Be
flexible with your departure and return flight times.
Sometimes, three hours can make $200+ difference. Consider including
a Saturday night stay or leaving the day before your meeting to take
advantage of lower airfares. You can be reimbursed for additional hotel
and meal expenses if the overall cost is lower.
• Double-check.
Confirm all trip details, such as dates, times, services, etc., BEFORE
ticketing. Avoid making ticket changes.
• Consider
alternative airports and low-fare carriers.
They are not necessarily less convenient.
• Re-evaluate
the need for ground transportation.
Can you use one rental car together with other passengers? Can you take
a multi-passenger shuttle or taxi? These types of transportation might
be cheaper and faster. Also, consider having someone drive you to the
airport rather than taking a car service.
• Be
flexible with your hotel preferences.
Use negotiated properties and mid-range hotels rather than first-tier
hotels.
• Ask
the hotel clerk if there is a lower rate available. Often times,
if the hotel is low occupancy, they may lower the rate.
• Avoid
using room service. Many cities have dine-around or order-in programs
from outside restaurants. Check with the concierge for additional information.
The meals are usually better and less expensive.
• Always
check your bill (hotel, restaurant, transportation etc.). Dispute
any items that should not be on the bill. You can dispute before and
after you pay so do not just assume that since you have paid for it,
you are stuck with the expense.
• Take advantage of hotel courtesies. Use the "freebies"
provided as part of your stay, such as health club facilities, continental
breakfast, newspapers etc.
