School Leader Travel: 5 tips we've learned for seamless trip arrangements.
Welcome to travel season! An exciting time for school leaders to grow and discover new opportunities (with the perk of getting off campus). Whether traveling for conferences, workshops, school visits, or partner retreats, booking travel can be a time-consuming process. Here are five lessons we’ve learned from booking travel for school leaders that will help you maximize your trips without detracting from your key responsibilities.
Align the Travel Budget with Your Priorities
Traveling is expensive. So establishing a clear travel approval policy is crucial for the integrity of your budget. Trips typically fall under two main categories: professional development, or networking opportunities. Given that your organization has set its annual priorities through your strategic plan, your travel policy should require staff to link their proposed trip to specific objectives. For instance, if their goals revolve around introducing project-based learning, increasing donations, or improving the employee benefits package, then it becomes straightforward to approve trips that align with these targets.
If there isn't a dedicated travel budget, consider creating a distinct expense code for tracking travel expenses. With this new code in place, future traveling budgets will become more predictable and easier to pass. To achieve your ambitious goals, both you and your staff will eventually need outside expertise through a workshop or conference. Make sure your budget reflects this necessity!
2. Unlock Savings with Early Registrations
Nearly every conference or workshop offers early-bird registration. By outlining your travel priorities in advance, you should always take advantage of early-bird savings. Consider standard pricing as a surcharge for lack of preparation. Additionally, by planning your trips in advance, you can benefit from not just reduced registration fees but potentially more affordable flights and hotel rates as well.
You can download our Team Travel Tracker below to help stay ahead of your conference planning!
3. Leverage Perks Programs on the Front End
Although it feels time-consuming, setting up business accounts for perks programs from the onset can be a game-changer. Most hotels, airlines, and rental car services reward consistent business with discounts and priority services.
By establishing these business accounts upfront, you not only achieve cost savings but also simplify your travel logistics with trusted "go-to" vendors. For example, we're a fan of Marriott’s booking program for accommodations. Their hotels consistently offer a comfortable, mid-tier experience available across the nation.
When establishing accounts, make sure you record the credit cards utilized for transactions. This precaution prevents staff from facing unexpected verification issues at their destination.
We’ve included a Team Travel Tracker below to record vendors and credit cards!
4. Get Local Insight Before Booking Hotels
Have you ever stayed at an airport hotel that felt safe? Didn’t think so. Every city has areas where safety might be a concern. While many charter school leaders operate in neighborhoods with higher crime rates, they're familiar with the nuances to navigate them safely. This familiarity doesn't extend to other cities.
We found that the best practice is to ask a local colleague for recommendations on where to stay, or at least insight into where to avoid. Below is an example email you can copy and paste!
Subject: Local Advice on Hotel Locations
Hey [Colleague's Name],
I'll be visiting [City] soon for a [Conference/Meeting/Workshop], and I wanted to get some local insights before finalizing my accommodation.
Having rarely been to [City] before, I'm a bit uncertain about which areas are recommended for a stay, or conversely, which ones might be best to avoid. Given your familiarity with the area, I thought you'd be the best person to ask.
Could you suggest some neighborhoods or specific hotels that you believe would be ideal? Any areas I should steer clear of would also be beneficial to know.
Best,
[Your Name]
5. Use an Itinerary to Keep Your Team Organized
Traveling with a team? Don't forget the itinerary. Your itinerary should include important details like flight times and numbers, hotel check-ins, car rental info, and the plan for your activities.
But an itinerary does more than just keep the team in sync. It also helps ease the worries of staff families back home. Remember, we're in the school environment, and families often count on regular schedules. If trip details are unclear, it can lead to frustration for partners and dependents.
To simplify things for you, we've put together a handy Travel Itinerary Template.
