Have you been given the task of arranging this year's or next year's company trip? Or are you sitting as the head of the company and wondering where to go and how to arrange a trip? Here are five important things to keep in mind:
1. What is the purpose of the trip?
There can be many different reasons behind taking employees or partners on company trips. Trips abroad in a work context improve the social environment and connections between colleagues. They also provide motivation and a sense of pride, and can be beneficial for professional replenishment. They are at least a good way to celebrate an anniversary or honor a talented employee. It is important to decide what you want to achieve with the trip in order to land both the best destinations and program content. We have explained this more in the article 10 good reasons to take your employees on a company trip.
2. When will the trip take place?
The time of year you choose to travel can mean a lot for the business, choice of destination, availability, and price. Avoid periods where there is a high level of activity for the company, so that everyone can participate without affecting the day-to-day operations. Choose a date outside of high-travel seasons. It can be a good idea to plan the trip over one or more public holidays, but this must be confirmed with the employees in advance.
3. How many nights?
Factor in extra nights if the destination is far away. The number of nights away adds clarity to the budget, as accommodation deducts a majority of the cost. If you decide on a short trip of 1-2 nights, we recommend taking your company trip to a nearby city or country, as well as arranging a direct, roundtrip flight.
4. What is the budget per. person?
For most companies, the funds to cover the company trip are set aside in advance. It is important to stick to the budget and not exceed it. Most event and travel agencies are used to dealing with price per. person and/or total budget. It is important to communicate your budget early to the agency, so that you meet the best possible program and tour standard within your given limits.
5. Educational content - is the trip deductible?
The educational content will determine whether the trip is to be considered taxable for the employees. It is important that you plan for this and clarify in advance with the auditor whether the trip can be considered a business trip (study trip / congress participation, etc.) or as a welfare measure. If the trip becomes taxable, it must be clearly communicated to the participants.
This is not a complete list of everything that must be remembered if you are arranging a company trip, but important points to include in the planning. Business trips, especially abroad, involve unfamiliar terrain for most people. It is therefore recommended to leave most of the planning to an event travel agency. This will not make the trip more expensive, as agencies often have already negotiated price agreements with hotels and suppliers abroad.
Trip in mind? Contact us here.
