“Our Cases”: a business trip for employees of a multinational IT company to a conference in Lisbon

We want to share our successes with you and show you how you can solve complex problems without much effort. That is why today we are starting a series of publications “Our Cases”.

In the first of them, we will tell you about a business trip that our company successfully organized for one of our clients. In order to comply with the NDA, we will omit some details. After all, our goal is to show how we solve complex business problems and achieve the set goals, while maintaining the confidentiality of our clients.

Given:

• Client: XXX
• Industry: Software development in the field of computer-aided design systems
• Number of employees: 300+
• Number of business trips per year: 100+
• Travel destinations: EU, India, UK.
• Feature: two representative offices (Türkiye, Belarus)

Task from the client:

An IT company decided to send its employees to a prestigious international conference in Lisbon. Specialists from three company offices went on the business trip: Minsk and Vitebsk, as well as Antalya. The requirements included taking into account the geographical differences of the team and ensuring maximum comfort at minimum costs.

Difficulties in organization:

1. Organizing a trip for employees from three different cities — Minsk, Vitebsk, and Antalya — turned into a real logistical adventure. It was necessary to synchronize flights so that everyone would arrive in Lisbon on time, avoiding long transfers and delays.
2. The company's international branches added another layer of complexity, as invoices from them were paid in different currencies.
3. Visa support became a separate task. Employees from different countries needed visas to enter Portugal, which meant collecting and submitting a lot of documents. It was necessary to take into account the differences in requirements for citizens of different countries.
4. Booking and planning accommodation also required special attention. It was necessary to find a hotel in Lisbon that would meet corporate standards and budget, and was also close to the conference venue. Comfort and convenience for all participants were a priority.

Solution:

The company decided to entrust the organization of a business trip to the TravelHub team. The account manager took care of everything: from booking air tickets to coordinating visa support. The solution looked like this:

1. TravelHub offered a unique centralized booking system that allowed the company to track and manage all expenses from one center. This not only optimized costs, but also provided corporate discounts on air tickets and hotels. Synchronization of flights from Minsk, Vitebsk and Antalya via Istanbul minimized travel time, making the trip as comfortable as possible for employees.
2. In terms of payment and accounting, TravelHub implemented a single payment system, eliminating the confusion of transferring funds from different branches and in different currencies. Invoices were issued and paid centrally, simplifying all accounting procedures. The company received one common account, which facilitated reporting and control of expenses.
3. TravelHub visa support included a full range of services for registration: collecting the necessary documents and submitting applications to consulates. This reduced the preparation time and freed employees from unnecessary worries. Consultations on visa requirements and recommended deadlines for submitting documents were provided, which helped to avoid delays.
4. The organization of accommodation and transfers was also excellent. The hotel was chosen in close proximity to the conference venue, which allowed employees to save time and energy on travel. The account manager organized transfers from the airport to the hotel and back, ensuring a comfortable arrival and departure. The booked rooms met corporate standards, which ensured a high level of convenience and employee satisfaction.

Results:

In today's business world, where every detail matters, successful travel management is becoming a key factor in achieving company goals. The solutions led to the following results:

• Cost Savings : By using group booking, centralized booking and route optimization, XXX was able to reduce overall costs by over 35%. This allowed them to use their budget efficiently and use the savings to invest in other important projects.
• Improved convenience : All business trip participants received centralized support and guidance throughout their trip. This not only minimized stress, but also allowed everyone to focus on the main goal - successful participation in the conference.
• Successful business trip : Thanks to effective organization and support, the company was able to brilliantly present its products and services at the conference, as well as establish new business contacts and strengthen its position in the international market.

Employee feedback: “TravelHub employees responded promptly to the task and were able to quickly select the best flight and accommodation options for a large group of our employees. I would especially like to note the assistance in obtaining a visa, taking into account the difficulties of opening it remotely. Thanks to the clear organization, our participation in the conference went smoothly and efficiently.”

This case clearly shows how important a professional and comprehensive approach to organizing business trips is, especially for multinational companies with a branched structure. If you find yourself in a similar situation or have a more complex task, then contact TravelHub. Our team will solve your problems too.