How to prepare a business trip

business trip

Preparing a business trip requires a real organization and does not really leave room for improvisation. In a few days, you will have to chain appointments, possibly change countries, and you cannot afford to leave anything to chance. Here are some tips to help you prepare for a business trip.

Administrative formalities

Above all, it is advisable to establish a checklist of everything you need to do before the departure date. As soon as you are confirmed the dates of your stay, you will be able to take care of the administrative part of the trip.

The very first thing to check is, of course, your passport! You must first make sure that it is valid because establishing a new one will take some time. Some destinations require that the passport is valid even 6 months after return, so take this point into account in your search for information.

business trip

Once your passport is ready, you may need a visa to travel. Depending on your destination, the length of your stay and the type of trip (professional missions) some destinations require a visa. Free or paid, immediate delivery on arrival or upstream at the embassy, ​​each country follows its own rules. It’s up to you to inform yourself at least 2 months before departure, in order to avoid any eventuality.

If you are the USA, the website of the Ministry of Foreign Affairs will provide you with a wealth of information on passport, visa, vaccines and other tips that can prove very useful for your trip. Make the most of your visit on this site to subscribe to the Ariane portal, which lists the US abroad. A security measure that will only take a few minutes and allows you to leave with peace of mind. Continue reading: How to manage motion sickness while you traveling?

The health

Once you have your papers in order, you can worry about another important point: your health on a business trip. You may need one or more vaccines to travel safely. In addition, some vaccines require a first booster and must be planned in advance. To find out if your destination requires a vaccine, visit the website of the USA  Air vaccination center.

Also, consider preparing a complete and effective travel pharmacy kit that can treat your minor injuries during the stay. If you are traveling to a distant country, you will certainly be subject to jet lag, which can affect your productivity. Check out our tips for managing jet lag, even during a short stay.

If despite all this preparation, you still encounter any problem abroad, your insurance professional mission will manage your travel risks. Indeed, taking out a professional mission insurance will allow you to leave calm and concentrate on your business trip. Different insurances exist, according to your needs. Basic coverage will cover your health and repatriation expenses in case of illness or accident. If you want a more efficient contract, the full coverage includes, in addition to the previous guarantees, cancellation guarantees, flight delays, purchase of a rental car franchise…


If it’s up to you to organize your business trip reservations, there are several things to consider. If your professional mission takes place in different cities or even different countries, it may be worthwhile to book a multi-destination plane ticket or to inquire about available transportation, such as train or car rental.

If you need to change city/country during your stay, prefer a hotel near the train station or the airport. But if your appointments are concentrated in the city center, take a room and ask for a quiet room, so you can rest at any time of the day.

Remember to keep on your Smartphone or print all bookings made, so have them on hand during your stay.

In the suitcase

Before you fill your luggage, ask yourself the type of bag to be carried! To save time at the airport and avoid the risk of loss, you can take only one suitcase with you. Traveling lightly will allow you to be much more mobile if you have to change hosting multiple times. Be careful, however, that such luggage requires careful preparation of your belongings so that no content is confiscated during the security clearance at the airport: sharp or sharp objects, too large liquid containers, etc.

In addition to your suitcase, your carry-on must contain all the important documents to carry out your professional mission, as well as your valuables such as your computer or tablet.

business trip

Once you have chosen your baggage, take a look at the weather in the city you are traveling to, so that you can pack clothes accordingly. If your schedule is already ready, give your meeting according to the events you will attend: meetings, gala, show …

Also, remember to learn about the country’s professional culture, some clothes or colors may offend your business partners without you knowing! By inquiring upstream, you will avoid oddly, and you can even impress your contact by incorporating some local customs. A good point to start negotiations

Some essential for a successful professional mission

It is highly recommended to bring along photocopies of your identity papers, credit cards, visas, etc., which you will keep in a safe place, or even better, scan them by keeping the backup on the hard disk of your computer. portable or on a cloud platform. If you bring a computer, it is better that it contains no personal information (strictly professional use). So in case of theft, the loss of your data will be limited.

Remember to save your business documents to different storage media, such as your computer, an external hard drive, and some USB drives. Better to be careful to avoid any eventuality: battery failure, trouble opening the file or other technical problem. Multiply your chances of success by saving your data on different media! Always multimedia, never separate your chargers and a power adapter, your two essential to be operational at all times.

In order to properly introduce you to your foreign counterparts, always keep business cards on you. The ritual of trading business cards is particularly important in some parts of the world, such as Asia. You can even create business cards, especially for the occasion, in the local language. You can also make an impact to your customers by bringing them “goodies” in the effigy of your company, or brochures or other communication media that they can keep and study once your meeting is over.

You are now ready to go on a professional mission! Good deals and good trip!

Ledsafari also invited you to read this article: The most sociable and festive cities in the world

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