Choosing the right business travel agency is crucial for companies that are often sending their staff on business trips abroad.
Not many businesses can afford to maintain a dedicated in-house team to handle the paperwork, bookings, and constant changes that come with corporate travel. For such companies, outsourcing to a professional travel agency is a smarter, cost-effective solution.
This is especially critical for Armenian companies as there are multiple states with strict visa rules for Armenian citizens. There are also not so many direct flights, so the agent will take care of transit and stop times in case of unexpected cancellations and other issues. Besides, a travel agency usually gets exclusive discounts that will help companies make better choices.
This blog will explore key factors to consider when choosing the perfect agency for your corporate travel needs.
Determine Your Company’s Travel Needs
Before finding the best business agency, determine your travel needs. Start by assessing the size and frequency of your business trips. For example, define if the business trips are occasional or frequent or if you have individual travelers or manage large groups.
In Armenia, businesses of various sizes can benefit from a corporate travel agency. The thing is there are planet of companies with headquarters in the U.S. or other states. So, naturally, their staff visit the headquarters or offices scattered around the world for experience exchange and training more often than others. This also refers to companies that usually participate in conferences and events abroad. In this case, applying to professionals will save time and reduce costs ensuring smooth logistics.
Evaluate the Business Travel Agency’s Services
The right travel agency has to consider the points mentioned above and offer the services that will make your travel experiences worry-free. A top-tier agency should be capable of providing a comprehensive range of services. In addition to flight and hotel bookings, and visa assistance, it has to be ready to work in emergency situations.
Consider whether the agency provides full customer support, as business travel often involves last-minute changes or unexpected disruptions. The ability to handle complex requirements, such as group bookings or VIP travel, is also a key indicator of a reliable agency.
Industry Experience
In the highly competitive market, choosing the right business travel agency can be challenging. In Armenia, there are dozens of agencies competing for clients. However, it’s essential to consider those with substantial expertise and industry experience. An agency with a long-standing presence brings established networks, including ties with the best airlines and hotels, and a track record of reliability.
For instance, Levon Travel is a prime example of an agency with great experience in providing exceptional support. Having served the Armenian market for over 30 years, they offer services to cater to both local businesses and international company branches operating in the region.
In Armenia, companies organizing regional or international business trips can particularly benefit from agencies with strong networks and partnerships. This is the case when it comes to Levon Travel. Throughout its history, the company has been working with such airlines as KLM, British Airways and Lufthansa that were starting their journey in the Armenian market.
Originally established in Beirut in 1958 and later relocating to Los Angeles, the agency made a landmark move to Armenia in 1991 as the first U.S. investment in the newly independent republic. Levon Travel has since evolved from airline ticketing to offering personalized tours, outbound travel, and MICE tourism. The agency’s hallmark is custom-made tours and personalized itineraries.
Range of Services
When picking a corporate travel agency, the range of services is as important as expertise. Of course, it’s better to choose an agency providing comprehensive travel management to reduce the administrative load on your company. This all-in-one approach ensures employees do not have to be worried about their business trips.
Key services to look for include flight and hotel bookings with diverse options to suit varying budgets. The next is ground transportation solutions for effortless transfers, and visa assistance for international travelers. The last is critical for Armenian businesses as they usually have to apply for visas beforehand. There are usually queues and visa requirements even within the EU countries may differ in terms of necessary documents
A travel agency offering these services under one roof not only simplifies logistics but also ensures a smooth experience for companies.
Handling Emergency Situations
The most important part is the ability to provide quick solutions in the case of emergencies and last-minute changes. A reliable business travel agency must excel in managing emergency situations, ensuring minimal discomfort.
For instance, consider a scenario where a professional traveling to Belgium for a 5-day business trip faced an unexpected flight delay. The airline postponed the flight for a day, yet the traveler’s Schengen visa was valid for only five days. Thus, the delay was unacceptable as the person would have problems with migration officers. In such cases, the corporate travel agency steps in immediately to resolve the issue.
The agency had to cancel the original ticket quickly, request a refund, and book a new flight with another airline. This was done in a way that aligned with the traveler’s schedule and visa constraints. Their swift action prevented complications with the visa. In the case of violating the migration policy, the person could get in trouble when applying for the visa next time. Such proactive problem-solving highlights the critical role a travel agency plays in managing crises effectively.
Assess Cost-Effectiveness
Look for agencies offering access to corporate discounts, enabling significant cost savings. Besides, transparency is also important. A good agency should provide transparent reporting on how funds are utilized for each trip. This ensures accountability and helps businesses track their spending.
Rather than focusing solely on upfront costs, companies should evaluate the overall value the agency delivers. Look for agencies offering competitive pricing paired with high-quality services.