During your job there is a good chance that at some point and time, you will be on some sort of business trip. Whether you are just going on the trip or planning the trip, there is a lot to prepare for depending on where you are going. Some business trips will just be a short drive away. Others may be across the country, or even across the world. If you are planning the business trip and planning, there are many things you need to take into account when budgeting for the trip and making plans and arrangements.
On this business trip, going to Tokyo, Japan, the first thing to look at is plane tickets there and hotel options. There are many different airline companies to choose from so you will need to look at all of them to see which company has the best price and time that you like.
For a flight leaving April 15th, and returning April 21st, with the airline company Air Canada we would fly from Milwaukee, to Toronto, to Tokyo Japan. This round trip will cost $1,433.80 per passenger. We will also have to get to the airport, I would take an Uber to the airport which from where I live would cost around $20.00-$25.00. Between flights in Toronto to Japan, there will be approximately a 3-hour layover. This will ensure enough time to get to the correct gate and allows extra time if the firs t flight is delayed. The plane will have Wi-Fi, outlets for charging on the seats, and in-flight meal service. That is all included in the fee of the plane tickets.
The next thing you should look to schedule is the hotel that you will be staying at for the duration of your trip. There will be many, many different options so you will need to look at the price and location. If you want the hotel to be very close to Tokyo’s city center, it will be a little pricier than farther away. The “Mitsui Garden Hotel Shiadom Italia-Gai” hotel is approximately 1.0 mile from the city center which is close enough to walk or a short taxi ride. It is also 7.1 miles away from Disneyland Tokyo if you are interested in going there. This hotel will run you around $169.00 per night for 5 nights for a grand total of around $845.00. You can get a room with either 1 queen sized bed, or 2 twin sized beds, or 1 queen and a pull-out couch bed. The hotel also offers free Wi-Fi during your stay. The hotel has a restaurant near the hotel lobby that you may eat at but is not included in your stay, you will need to pay for the meal. It is right next to the world trade Centre Tokyo (3-minute walk), and the Tokyo Tower. You can save some money on Dining options by going to less-fancy places to eat.
For meals you can expect to spend around $15.00-$20.00 per meal depending on where you go. There are some nice restaurants downtown near the hotel that offer meals for a reasonable price. 3 meals per day, for 5 days, you can expect to spend around $350.00-$400.00 on meals throughout your trip. That is not counting any snacks or food bought at the airport or anything. You can expect to add a few bucks for that. If you plan to drive, you will need to consider a charge for the valet parking at the hotel and paid parking around the city. However, our hotel that I chose is downtown near everything, so we can just walk everywhere to save on money. We will also get great views of everything walking because we will be able to look around while we walk and check out different things that catch our eyes. If it is a little too far of a walk, we can take a short taxi, or Uber ride to where we would like to go. Walking will save you money and on an expensive trip like this you will want to save money wherever you can.
Some personal costs might include any gifts you want to buy for yourself or for family from Tokyo to bring back. Depending on how much spending money you have left to buy gifts, or you could save money and just take pictures from your trip.
If you plan to travel once a month for business trips, there are a few ways you can save money. One big way to save money is sign up for frequent flyer miles with an airline company. This will keep track of the miles you travel, earning you free miles, and eventually a free flight. Depending on where you are traveling to, plane tickets can be the most expensive part of the trip, so having frequent flyer miles can really cut down on cost.
Planning a business trip can be a lot of work, but with these tips and ideas hopefully you can plan your trip without too much hassle. With the round-trip plane tickets costing $1,433.80, plus around $845.00 for the hotel, $400.00 on food and meals, and an extra $100-$200.00 for extra gifts and things to buy. The trip in total will cost around $2,878.00 per person. You could round this to $3,000.00 for any extra expenses that are unforeseen. If you wanted to get a room with other people that would cut down on the hotel cost if you wanted to make this trip slightly cheaper for the hotel. If you stayed with one other person and split the cost it would only cost half as much per person for the hotel if you have people room with each other if they are comfortable with that. Now that you know how to plan your own business trip, good luck and have a great time!