Your business travellers want to arrive at their destination in as short a time as possible, and with as little extra journey time at the other end. Here we look at four areas of choosing flights which can dramatically affect your manager's business trip.

Selecting your flights

• Be sure to present the traveller with a number of possibilities, especially if the route to be flown is not in their normal travel pattern.



• Intercontinental travel may require transfer connections en route. Always check the airport where the transfer is to take place. Many travellers may wish to avoid queuing outside certin gateways in, for example, New York or Los Angeles. Or there may be personal or political reasons for not touching down in a particular country.



• Some of the most attractive fares to the Far East are achieved by flying via the Middle East. As the airlines of the Gulf region compete provide a superior service, it may prove attractive to secure a cheaper fare and enjoy some of the enhanced service offered.



• OAG Travel Planner provides access to details of over 850 airlines and direct links to over 540 airline websites enabling the user to create complex itineraries including flights, hotel and care hire arrangements.

What about low-cost carriers?

• In Europe, many business travellers are making use of low-cost carriers and these are often booked by the travel arranger or the traveller themselves over the internet. The traditional low-cost carriers are gradually coming into line with the requirements of the business traveller. As a result, it is possible to change flights for a relatively low transfer fee and, in some cases, to cancel bookings (although refunds are in the form of credit for future flights rather than cash).



• Many airports served by low-cost carriers are some distance from the destination city. As an example, some flights to Hamburg arrive in Lübeck, which is over an hour by road from Hamburg.



• Taxi fares between remoter airports and major business centres can be expensive, making the low-cost air fare a false economy. Conventional airlines such as British Airways, Iberia and Aer Lingus have significantly reduced fares in the last couple of years and provide a full service to the main international airports. Seating is available in two classes and all passengers enjoy the advantages of pre-allocated seats, in-flight service, and the facility to collect points towards free travel.



• Baggage allowances may also be restricted on low-cost carriers while cabin baggage is restricted on virtually all airlines in an effort to increase security on board.

Take your seats!

• Most travel arrangers will also be required to select a seat on board the flight. It should be remembered that this is only a request and cannot be guaranteed. The airline reserves the right - for any number of reasons - to re-seat passengers if necessary.



• Similarly, it is not normally possible to reserve extra legroom seats in advance as the check-in staff need to confirm that the passenger is capable of assisting in an emergency. Tall people should, however, advise the airline in advance to request a seat with extra legroom, although this cannot be guaranteed until check-in.

Choosing the right fare

• One of the greatest challenges facing travel planners is choosing the right fare on a flight or for an overall itinerary.



• Although some fares may appear cheaper on the internet, it is still advisable to check with the regular agent, as these fares may not always be available when a firm booking is required. There will invariably be restrictions on travel, refunds and changes, which must be checked before purchasing. For example, it is unlikely to impress your traveller if their flight can't be exchanged when they suddenly need to return earlier than planned. The travel management company is an expert in negotiating fares and is aware of all the restrictions and regulations, which may not always be apparent when working on the internet.



• Even if company policy dictates that travel must be in the economy cabin, it may make commercial sense to pay the little extra to secure the added benefits of moving up a class.



• Many round-trip fares may proved less expensive than those for one-way flights as the one-way fare will not attract as many, if any, restrictions. Often the traveller will make the outward journey but have another arrangement for the return - having secured a cheaper fare by similar means. Such practice is often deemed illegal and airlines have recently been clamping down on the misuse of such tickets.



• Many reduced fares require a minimum or maximum stay at the passenger's destination - these rules are rarely negotiable and such fares are aimed at leisure rather than business travellers.