How to Plan a Budget-Friendly Extended Stay Business Trip

If you're in charge of organizing a business trip, making sure staff members have a comfortable place to stay is a top priority. The hotel you choose needs to be easily accessible from the conference center or meeting rooms you will be using for the trip, and it also needs to offer some basic amenities and services so that business professionals don't have to spend company funds for basic services such as printing, mail service or fitness center access.

Extended stay hotel rooms and suites offer a number of benefits for business travelers, and are especially attractive for tight travel budgets. Here are some tips for planning a budget-friendly business trip.

1. Make group reservations at an extended stay hotel. Extended stay hotel rooms and suites are designed for the business traveler, complete with separate living, sleeping and study areas, a full kitchen, and large televisions. You may be able to save money by making group reservations. Book rooms that are within the same wing or on the same floor for convenience.

2. Encourage staff to take advantage of complimentary amenities and services. Most extended stay hotel properties offer a number of amenities and services that are not available at other hotels. These include free Wi-Fi access in designated areas, access to an on-site fitness center or pool, mail services, complimentary printing and fax services, and access to an on-site meeting space. Using these services and amenities can help keep trip-related costs to a minimum.

3. Car pool for events and meetings. Rent a single car or van and plan for a pick-up time at the hotel where your group is staying so that everyone can attend the events and meetings together. This will save company money in individual car rentals or cab fares.

4. Set a daily food budget. While many extended stay hotel properties offer complimentary breakfasts or snacks each morning, your staff will be on their own for lunch and dinner. Set a modest food budget so that travelers aren't overspending on meals. Allotting a certain amount for lunch and dinner can help to keep costs down.

5. Research local catering companies. If you provide the meals during the course of the trip, your staff will not be able to get reimbursed for their meals. Do some research on local catering companies to get the best price for lunch or snacks. In some cases, the total cost may be much lower than any proposed meal budget. Find out which catering companies may offer free delivery to the extended stay hotel to save on costs even further.

Planning a budget-friendly extended stay business trip isn't very difficult, but does take some planning. Use some of these tips to pare down costs for any upcoming trip.