Smarter spending: How business owners can take control of travel costs

Smarter spending: How business owners can take control of travel costs

Striking the right balance between investing in growth and managing costs is always a challenge. One of the most significant investments business owners make is in business travel - whether that be travelling to meet new suppliers or clients or scoping out new locations for offices and operations. Add to that a backdrop of rising prices and a rapidly changing geopolitical and economic landscape, and demand for smarter, safer, more flexible travel is higher than ever.

The good news? Effective cost savings don’t mean compromising on value. This year’s Business Travel Show Europe, which takes place 24-25 June 2026 at Excel London is your shortcut to corporate travel innovation and has a host of opportunities to learn more about how you can manage your business travel more efficiently and effectively.

Ahead of the show Kelly Ellis, Senior Director at Advito, Corporate Travel Consulting, (Advito is featured on this year’s conference programme), offers advice on how businesses can reduce travel spend without reducing productivity and employee satisfaction.

Unlock simple savings that are often missed.  Corporate discount schemes and railcards are inexpensive and effective, but frequently underused. Using a railcard for business can offer significant savings, so make sure employees clearly understand who should have one, who pays for it and when it is expected to be used. Another savings opportunity is unclaimed refunds and unused tickets, which can be a hidden drain on travel budgets. Be sure to assign responsibility for refund recovery so that any monies owed aren’t missed.  

Cutting travel costs starts with smarter travel policy design.  The most effective travel programmes and itineraries rely on clear policies, smart tools and clear communication working together. Include for example, lists of preferred travel suppliers (hotel chains, airlines and ground transport companies), cap budgets per night for hotel stays, specify an F&B allowance and ensure employees have a clear and present understanding of what your travel spend policies are and how to adhere to them.

Make cost‑effective choices the default.  Advance booking remains one of the most reliable levers for reducing air and rail costs and can unlock lower fares. This will vary by supplier so be sure to check in advance and detail in your travel policy that this is the expected behaviour. The same goes for first or business class travel. Make sure employees are clear which class of travel is available to them, so you aren’t faced with an unexpected first class surprise.

Leverage your loyalty. Airline and hotel loyalty programmes can deliver great value. If you are booking on a regular basis check out the Ts&Cs of your suppliers’ loyalty programmes to understand when and how you can negotiate on fares and reap the benefits.

This year’s Business Travel Show Europe conference programme offers a range of informative, inspiring sessions featuring expert speakers and the latest advice to help you ensure you are getting the best value from your business travel.

Highlights from the show’s agenda include:

• Creating a modern travel programme: Insights from an early adopter. Learn how businesses and organisations are harnessing technology to get better value, flexibility and control of their business travel programmes
• BTN Community: Small and mid-sized travel programmes. This interactive, buyer-only session is exclusively available for travel buyers and managers to share ideas and advice on how to better manage smaller travel programmes
• Forecasting Forum: What will drive travel costs next and how buyers can control them. This panel session will look at where the main pressure points are when it comes to costs within business travel and what negotiation strategies can you use to best manage cost increases
• BTN Academy: Establishing a travel and expense policy. Get the latest advice on how to build and implement a travel policy that can better keep your travel costs under control

Business Travel Show Europe takes place 24-25 June 2026 at Excel London.

Anyone who buys or books travel for their business is invited to attend Business Travel Show Europe for free by registering at  businesstravelshoweurope.com/register