Preparing for a business trip, involves a lot of planning and last minute details that can easily be forgotten. Here are a number of things that you should bear in mind before travelling:

Passport

Check whether it is still valid or due to expire and if there is sufficient space for stamping of visa or entry endorsement. It is advisable to renew the passport if it is due to expire in three to four months' time. Some countries will not accept visitors if their passports are due to expire.

Health Documents

Some countries require the visitor to have valid vaccination and health papers. Check if the country you are visiting is one of them.

Visa Requirements

Find out if a visa is required for that country

Flight Bookings

Once the itinerary has been fixed, book the flight. Try to get the best connection with least possible travel time. Details to keep in mind are:

• Arrival and departure times;
• Check-in time;
• Flight number;
• Passenger's Name Record (PNR). You need this to prove your bookings in case you run into difficulty at the check-in counter.

Funds

There are a number of ways for a traveller to have a supply of funds:

• Personal cheques: This is of limited use.
• Credit cards e.g. Diners, American Express, Visa
• Traveller's cheque: These can be purchased from most banks
• Currency of the country you are visiting: It is important and necessary to have some foreign currency in small denominations for taxi fares, tips, airport tax, etc. Check if there is a maximum amount of local currency that can be taken in and out of the country.
• An international currency: Such as US dollars or pound sterling

Accommodation

When making hotel reservation, find out:

• Room rate;
• Discount rate;
• Category of room;
• Check in and check out times.

Remember to obtain confirmation of your reservation

Business Itinerary

When arranging appointments try to organise them by area. This will be easier for the traveller. Remember to re-confirm appointments two days in advance.

Business Data

All documents and correspondence regarding the appointments together with relevant papers, should be attached together, filed and labelled.

Supplies

Do not forget to pack stationery, e.g. letterheads, memos, pens, paper clips, folders etc. Make sure that name cards and a name and address list of clients as well as your own business cards are included.

Insurance

Check whether travel insurance has been bought (e.g. for loss of money or baggage, medical expenses, flight cancellation, personal accident or liability). Additional insurance is required for important luggage.

Clothes and Other Personal Effects

Prepare a list of personal effects necessary for the trip. Make sure there are suitable and sufficient clothes for formal occasions and for the climate of the country you are visiting.

Preparation of Itinerary

When all has been arranged, type the itinerary. It may be in the form of a booklet or a small list that can be placed in a purse or pocket. In the itinerary make sure to put all the information necessary and helpful for the trip:

• List of appointments including contacts and telephone numbers.
• Method of reaching that particular town for the appointment (by train, taxi, subway and the approximate travelling time).
• List of topics and questions for discussion.
• Hotel accommodation (name of hotels, rates, discounts etc).
• Flight details (Arrival and departure times, telephone number of airline office in that country.

One Day Before the Trip

• Get all materials ready;
• Reconfirm flights;
• Reconfirm hotel bookings;
• Get funds ready.