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Planning a business trip: tips and tricks

Business trip packing list, outfit tips & smart packing hacks

For a lot of professionals, business trips are part of everyday working life, whether it's to attend conferences, customer meetings or work at a different office location. Organising and preparing your business travel is key to a successful trip. It will enable you to stay focused on work whilst travelling and make the trip as stress-free as possible. In our article, we will show you everything you need to know about organising a business trip. We also give you some useful tips on what outfits are appropriate for a business trip. In addition, we will provide you with a practical checklist for your business trip so that you don't forget anything when packing your suitcase.

Contents

Planning a business trip: tips and ideas

To ensure a successful business trip, it is important to plan your travels ahead of time. Keep the following in mind when planning your business trip:

  • Plan your budget: find out about your company's travel expense guidelines and keep all your receipts for invoicing.

  • Choose your mode of transport: check which means of transport are suitable for you (plane, train, bus or car sharing) and book early.

  • Book accommodation: if you need accommodation at your destination, you should book it well in advance. Keep in mind that this also applies if you are planning a meeting in a restaurant or need a co-working space.

  • Organise means of payment: check whether your credit card is accepted in the country you are travelling to and, if necessary, get cash in the local currency. An emergency credit card can also be helpful.

  • Draw up a schedule: think about how you want to organise the time you have. What tasks do you need to complete? How much travelling time are you planning? How long will the appointments take? Have you planned enough extra time?

  • Prepare documents: when travelling abroad, you should make sure that your ID, passport and driving licence are valid. Also, check whether visas or vaccinations are required for your destination country.

  • Documents for meetings: prepare contracts, documents for customers and presentations.

  • Check technical equipment: before you leave, check that your laptop, tablet or mobile phone is working properly and that the necessary programmes are installed. Also think about charging cables, power banks, mobile WLAN routers and, if necessary, adapters for international sockets.

  • Organise a substitute: you should organise a stand-in for your duties and tasks during your business trip. Also, give your colleagues a list of contact details so that they can reach you in an emergency.

  • Local customs: find out about cultural habits and regulations in your destination country.

  • Gifts for guests: consider whether it is customary to give a small gift to business partners.

Tip

You should log all your travel expenses, accommodation costs and additional expenses such as taxis, tolls and parking fees. Depending on your country of origin, you may be able to deduct the cost of your travel insurance, meals (with receipts) and telephone bills. In addition, you may also be granted overtime pay for overnight stays. Check your company’s guidelines for business trips for more information.

Planning a business trip: suitable outfits for men & women

First impressions last and are particularly important when travelling for professional purposes. A well-thought-out outfit shows professionalism and will boost your self-confidence. However, it should be comfortable enough to wear all day. It is a good idea to pick travel-friendly clothes. Materials that don’t easily crease and clever packing will save you time and effort at your destination. Therefore, thinking about your outfit early on when planning your business trip can be a game changer. The following tips can help you choose the right outfits:

Planning a business trip: outfit ideas for women

  • A classic business look: this is a timeless classic for meetings with clients. Combine a high-quality white blouse with a fitted blazer. Complete your ensemble with smart trousers or a knee-length pencil skirt.

  • An elegant business outfit: whether for a meeting with customers or a dinner with business partners; a knee-length shift dress with a blazer always looks chic.

  • A smart-casual look: this outfit idea is perfect for conferences or networking events. To achieve this look, combine a classy blouse or polo neck shirt with a fitted blazer and dark jeans or chinos.

  • Flexible footwear: elegant pumps are perfect for meetings and comfortable ballerinas or boots are ideal for travelling.

Outfit ideas for women

Planning a business trip: outfit ideas for men

  • A classic business look: you can wear a dark suit for meetings with clients or customers. Pair your suit with a white or light blue shirt and dark leather shoes. To complement your outfit, add an understated tie in a matching colour. For very formal occasions, you can also smarten up your outfit with a matching waistcoat and cufflinks.

  • A smart-casual outfit: if you are travelling to a conference or networking event, you can opt for a more casual outfit. To achieve a smart-casual look, wear a pair of smart trousers or chinos with a blazer and leather shoes.

Outfit ideas for men

Dos and Don’ts for your business trip outfits

Dos

  • Dark, muted colours like black, dark grey or navy blue

  • Understated accessories

  • Always wear thin tights under dresses and skirts

  • Well-fitting clothing that allows you to move about comfortably

  • Breathable, crease-resistant fabrics such as cotton, virgin wool or blended fabrics

Don’ts

  • Short skirts and dresses that are too revealing

  • Shorts

  • Clothes that are too casual or tight-fitting

  • A low neckline

  • More than two colours or loud patterns

Packing for your business trip: tips & tricks

With the right tips and tricks, you can make the most of your luggage and save space too. This will save you time and effort while you are preparing for your business trip.

  1. Roll; don’t fold: roll shirts, underwear, ties and socks instead of folding them. This not only saves space but also keeps your clothes from creasing.

  2. Protect delicate clothing: you can pack delicate items of clothing, such as blouses or shirts, in garment bags or between layers of tissue paper.

  3. Pack shoes: use bags to pack your shoes. This will ensure that your clothes stay clean.

  4. Heavy items on the bottom: items that are heavy such as your toiletry bag, shoes or books, should be placed at the bottom of your suitcase near the wheels. Lightweight items and anything that creases easily should be placed at the top.

Tip

Always try to travel as light as possible. This will make travelling to and from your destination easier. Especially if you are travelling by plane, it is a good idea to travel only with hand luggage to save time at check-in and on arrival.

Business trip packing list: everything you need at a glance

A thorough checklist for your business trip will help make packing your suitcase a breeze. Our practical checklist will help you remember everything you need to pack for your travels.

Checklist for your business trip

Documents:

  • Valid identity card/passport

  • Visa if necessary

  • Driving licence (also international, if necessary)

  • Tickets and booking documents

  • International health insurance, if applicable

  • Cash in the local currency

  • Credit card

  • Business cards

  • Vaccination certificate

  • Emergency numbers

  • Presentations & documents for meetings

Technical equipment:

  • Laptop and charger

  • Smartphone with power bank and charger

  • Travel adapter

  • Headset or headphones

  • External hard drive or USB stick

  • Mobile WLAN router & VPN

  • USB stick with important data as a backup

Clothing:

  • Business outfits

  • Tie & accessories or jewellery

  • Stockings or tights

  • Underwear

  • Pyjamas

  • Casual wear

  • Comfortable shoes

  • Spare clothes in hand luggage if necessary

Toiletries:

  • Toothbrush and toothpaste

  • Deodorant & perfume if necessary

  • Comb or brush

  • Shower gel and shampoo

  • first-aid kit

  • Shaving kit

  • toiletries

Other:

  • Travel umbrella

  • Snacks and a reusable water bottle

  • Sewing kit

  • Travel pillow and sleeping mask

  • Lint roller

  • Shoe care products

Tip

Decide what goes in your hand luggage and what goes in your suitcase. Documents, technical equipment and medication should always go in your hand luggage so that you always have them close by. You can stow heavier items and things you won’t need as often in your suitcase.

Planning a business trip: how to fold clothes for a suitcase

Folding your clothes correctly not only saves space in your luggage but also prevents creasing. With the right technique, you’ll have extra space in your bag and you’ll be able to wear your outfits straight out of your suitcase without having to iron them first.

How to fold blouses and shirts for your suitcase

  1. Button your shirt or blouse and spread the garment out with the back facing upwards.

  2. Fold one side of the shirt or blouse in towards the centre. It should cover about a third of the back.

  3. Spread out the sleeve of the folded side and fold it neatly downwards.

  4. Repeat these steps for the other side.

  5. Now fold the shirt or blouse again neatly down the centre. Smooth out any creases immediately.

Ways to fold a suit jacket or blazer for your suitcase

  1. Turn your suit jacket or blazer inside out. To do this, fold up the collar and grasp the jacket or blazer at the neck. Now hold the collar firmly and pull on the neck so that the jacket is turned inside out. Now you should see the lining of the blazer, the arms should be inside. Make sure that the shoulders are pushed outwards properly.

  2. Now check that the blazer is folded down the centre and that the collar lines up.

  3. Fold both sleeves along the shoulders.

  4. Hold the garment by the collar and now press the shoulder section through to the other side. This will make the whole parcel more stable. Make sure that the shoulders are smoothed out.

  5. Fold your suit jacket or blazer loosely down the centre. It is best to place it at the top of your suitcase.

How to fold trousers for travel

  1. Fold your trousers once down the middle so that the two halves lie neatly on top of each other. If your trousers have a crease, you should fold them along this line.

  2. Now place your trousers in your suitcase so that the legs hang out of the suitcase at right angles.

  3. Place other clothes on top and finally fold the trouser legs over them.

Tip

If there are any creases in your clothes after travelling, you can hang them on a hanger in the bathroom and take a hot shower. The steam will smooth out any creases. Many hotels also offer an ironing service that you can use for such cases.

Conclusion: plan your business trip ahead of time for a relaxed travel experience

Planning your business trip ahead of time, giving thought to your outfits and using clever packing techniques, will ensure that your business trip runs smoothly. Use our outfit ideas as inspiration and our business trip checklist to help you pack everything you’ll need.

Business wear for women

Business wear for men

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The image sources in this text are in chronological order

Cover photo: Nina Lawrenson/peopleimages.com – stock.adobe.com
1st image in text: lordn – stock.adobe.com
2nd & 3rd image in text: C&A
4th image in text: Mimi artname – stock.adobe.com