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Business travel can be a valuable opportunity to explore new cultures and destinations as well as connect with a wider network, and seal sales. However, it can be expensive and complicated to manage. With so much at stake trying to balance cost-effectiveness with employee comfort with policies and compliance can be challenging for companies of all sizes.

Travel arrangements are made by a variety of different parties: travel managers and agents, online booking systems, and employees who travel for business. Each one has its specific role in the process and responsibility.

A travel manager is responsible for the management of corporate travel as well as relationships with suppliers such as airlines and hotels. They can negotiate contracted rates and discounts that aren’t accessible to individuals. They can also utilize the global distribution system (GDS) which enables them to search for hotel and flight options for their employees. This saves time and stress since they don’t have to call each supplier individually.

The travel management team may also scout venues for major events and meetings to ensure they are appropriate for the expected audience size and meeting logistics. They can also make reservations for hotels, restaurants, and convention centers to host the event.

Many companies have an in-house technology or software team that develops and maintains the company’s travel booking system, as well as other apps that are specifically designed to track expenses or navigation, or even converting currency. These apps can be useful for employees on the move and help them keep records of their expenses, as well as keeping them informed about important workplace changes and updates.