We all know that business travel can be stressful, especially when you’re the one that’s responsible for organizing it. We also know that attending conventions with your employees and showcasing your work and expertise can be extremely beneficial not only for your business growth but also for the personal and professional development of your team members. Conventions are great because they are proven to help businesses address key industry issues and find solutions to problems through discussions and know-how exchange. Additionally, getting the chance to interact with other professionals can help you engage with your industry’s community, which could be very beneficial, especially if you’re operating a new company. Not to mention that such events allow you to get precious insider tips and tricks from established experts in your field. As g2.com shares, the main priority of 82% of people who attend corporate events is networking. 72% of attendees said they would like to learn something new (the second-highest priority). And, according to attendees, the third and fourth most important aspects of conventions are entertainment (38%) and self-improvement (37%). Furthermore, 96% of small business owners say in-person meetings yield a return on investment, and 93% of senior-level business managers believe face-to-face meetings improve their ability to close deals, as reported by convene.com. Therefore, we strongly advise you to take part in conventions and corporate events. However, maintaining your professional focus might not be the easiest task when you have a thousand organizational worries on your mind. That is why it’s best to know some tips for planning a corporate trip for you and your employees. From arranging convention transportation to booking the most suitable accommodation, we’ve got it all explained in this article.

Chicago convention transportation service

Arguably one of the first things you should consider when planning a corporate journey is how you and your employees are going to get to the venue. You have several transport options. You can either take a plane, use public transport, get there via train or consider corporate transport rental. The choice is up to you, however, you should carefully examine the pros and cons of each option before you settle on one of them. If your business operates in a different state, your most convenient option will be to get there by plane. Keep in mind that in this case, you will need a bigger budget. Additionally, you will have to be 100% sure that everyone who signs up for the trip will be attending because getting a refund for a plane ticket can be difficult, especially if you’re the one to blame for the missed flight. If you decide to use this transportation method, however, make sure to come up with a meeting spot and arrange an airport transportation service for your whole team, so that you make sure everyone has their tickets and makes it to the flight.

Deciding to use public transport or train can also be a good choice and you may be able to save up some of your budget for the event, but this option is best if most of your employees live in Chicago or its outskirts. That being said, chances are not everyone attending the convention will be on the same bus or train. This means that your team will split up even before your employees get to the venue, which kills the purpose of getting there together as representatives of your company. It can also make you look unprofessional and unorganized in the eyes of your colleagues and competitors, which is never good.

The option which offers probably the best value for money is hiring a transportation company to take you to the convention. Charter buses are often comfortable and spacious enough for your whole team. A huge advantage to renting a vehicle is the fact that you have the freedom to decide the schedule. You can talk to your designated chauffeur and settle on pick-up/drop-off times and locations. Not to mention that your whole team will be traveling together, which means that you’ll have some time to discuss important presentations you don’t want to miss or strategic acquaintances and partnerships you can make during the convention.

Key tips for organizing a convention event

Aside from arranging the transportation to and from the convention, you will also have to think about booking appropriate accommodation for you and your employees. Choose a business hotel that either has a restaurant or is near a supermarket and food shops. Furthermore, it’s a great idea to check the conference’s website and see if there is a posted schedule with all of the topics and presentations for the day. Pick the sessions you absolutely want to attend and print any needed materials ahead of time. Make sure that you prepare for any important meetings during the convention and get plenty of rest the day before.

Other key points to consider include:

  • Pack all essentials that you’ll need for the convention such as business cards, merchandise, or other branded materials.
  • Make sure you know what the weather is going to be like, so you can dress appropriately.
  • It might be a good idea to note any important addresses on your phone ahead of time for easier access.
  • If you’re traveling outside of the country it’s essential to find a secure spot for keeping your passport and other important documents safe.

Additionally, it’s a good idea to leave some extra time for fun activities and bonding with your team. If you’re not from Chicago you can arrange a tour of the city’s most iconic attractions and places. Furthermore, you can always combine your convention event with a follow-up team-building. This will not only further boost the motivation and creativity of your team, but can also help you reconnect with your co-workers and reflect on the questions discussed during the convention in a more relaxed manner.