Business Traveler’s Cheat Sheet: 75 Tips For Airport Warriors

With the rise in cost of, well, pretty much everything, professionals may be ducking for cover each time the words “business” and “trip” are used in the same sentence. True, travel is taking its toll on many a bank account and personal sanity, but yours don’t have to suffer a blow. In addition to cost-saving hints, we’ve compiled additional tips and resources to make the most out of and get the best from your next corporate travel escapade.

Packing Light and Staying Wrinkle Free

1. Come in a work outfit: Resist the urge to don sweats and a T-shirt and wear your suit on the plane instead. Take it off once you get to the hotel, and use a product like Downy Wrinkle Release, an iron and Febreeze to get rid of wrinkles and the “I just sat on a plane next to a guy with wicked BO for four hours” smell.
2. Bring interchangeable outfits: Pack three or four basic shirts to use with a single suit, or bring accessories to diversify your look each day without lugging your entire wardrobe on the trip.
3. Buy travel size items: There is absolutely no need to bring a full bottle of shaving cream or an 12-oz. bottle of shampoo on your two-day trip. Got to a drug store or grocery, and purchase travel-sized toiletries to cut down on your packing space. This will also prevent your checked-in bag from alerting security to come after you with one of those metal wands.
4. Roll instead of fold: To free up more suitcase space and help avoid wrinkles, roll up your clothes instead of folding them into the standard square. They may look bulkier, but this method does allow them to fit more easily into your luggage and avoid wrinkles.
5. Fold it: On the other hand, you should square-fold sweaters and non-T tops. The key to good folding is buttoning all buttons and laying shirts face down on a flat surface. Smooth away wrinkles and fold material in at the shoulders and lay arms flat along the body so that you create a roughly two-inch overlap of material on both sides. Now fold up a third of the material from the bottom
   and overlap a third from the top.
6. Condense and conserve: Are you packing another purse in your luggage besides the one you’re carrying? Save space in your case by storing your socks, flimsier undergarments or toiletries in it. Men, pack your ties within your T-shirts.
7. Choose the right luggage: This may seem like a no-brainer, but you’d be surprised at how many people really do have to sit on their suitcases to close them. Bring a bag that allows you to quickly pull out things like a computer or your liquid items and one with pockets for storage of business folders, papers, etc.
8. Save some stuff for the hotel: Save your money and instead ask for items like toothpaste, shampoo and conditioner and disposable razors for free at hotels. They also usually have irons and hair dryers in the rooms, so leave those items out of your luggage. To make sure these items are stacked upon your arrival, call the hotel ahead of time.
9. Use plastic: Plastic reduces friction, which causes wrinkling. Use dry-cleaner bags for individual outfits and zip-top baggies for dirty shoes and toiletries.
10. Store your skivvies: Use  mesh laundry bags to store your undergarments in.
11. Pack like you’re piecing together a puzzle: Put folded clothes in piles down the center, the toiletries at the bottom of your bag, rolled clothes in the spaces around the stacked clothes and shoes and socks in the remaining openings.
    

    At the airport

12. Get the scoop on your flight: Check the United or American cargo Web sites, click on Flight
    Status and enter your flight number to find out the real deal on your flight status. Cargo customers tend to get more detailed information than general folk.
13. Get real-time flight and airport status: Get updates from Yahoo! and Google sent to your mobile phone or PDA with Internet access. For Yahoo!, visit m.yahoo.com and type in your airline and flight number, or send a text message to 92466 (which spells YAHOO) with your airline and flight number. You’ll receive a text message back with the flight status.
14. Find those hidden electrical outlets: Have time to burn and want to get work done or check your email, but you’re laptop is dying? Grab a seat near the windows that overlook the landing strips. There are usually power outlets underneath them for the cleaning crew that you can use to recharge your battery.
15. Find airport lounges: If you have a layover or delay, you don’t want to have to hang around with the annoying general public. Check out AirportHavens.com to find the best “secret” places to chill out at airports, such as outside the smoking “cage” at Tampa International.
16. Chill in the airline club room on a day rate: If your company is watching its expense weight, check if your airline offer day rates on club rooms, like Delta does for its Crown Rooms, which go for between $25 and $30.
    

    Beating Delays

17. Learn the longest lines and avoid them: Farecompare.com compiled a list of the longest airport security lines. You can check for yourself at TWA’s Web site and the Bureau of Transportation Statistics.
18. Check your crystal ball: AvoidDelays.com uses past data to forecast potential flight delays. Check out their “Most Delayed Departure Airports” and “Worst Times to Fly Into Most Delayed Airports” lists.
19. Book two flights: This may sound like overkill, but booking a second, refundable flight ensures that you won’t be up the creek without a plane when you need to be in Denver at 2 p.m. and you’re original departure is delayed two hours.
20. Ask the guys watching the skies: Power up your laptop and check the National Air Traffic Controllers Association Web site for airport-specific tips including heaviest directional traffic.
21. Know your 1-800 numbers: Make sure your cell phone has airlines’ 800 numbers, so you can check on which ones have flights going to your destination.
22. Kick it at the kiosk: Head over to those nifty little computers that’ll let you rebook and get on stand-by lists.
23. Locate your gates: Book it to the next two flights to your destination and chat up the clerks to get on them.
24. If you have a transfer, check for a nonstop: Connecting flights often equal delays. If you had to book one, get to the airport early so that you can see if a non-stop one has opened up.
    

    Getting Better Seats

25. Book after midnight: When the darkness falls is when unpaid flight reservations on completely booked trips are dropped like a bad habit. Call the airline in the predawn hours and you may be able to scoop up a better seat selection.
26. If you fly frequently, flaunt it: Enroll in airlines’ frequent flyer programs to get preferential seating. If you want to compare perks, chat at Flyer Talk.
27. Check in early: Many airlines now let you check in online 24 hours before your flight. The sooner you do this for airlines like Southwest, which has open seating, the higher up you’ll be in the boarding group (A1 is what you’re aiming for), and thus the better your chances of getting a seat of your choice.
28. Fake an injury: If an aisle seat is your aim, complain of stomach upset, as attendants on many airlines will not want the sick guy ralphing all over his seatmates before he can get to the nearest cabin baño.
29. Talk to the flight attendant pronto: If you’ve slid into a seat between one stinky fella and a constant phlegm hacker, request to move to a new seat as soon as the seat belt sign goes off.
30. Use your colleague: Have the person with the highest level in the carrier’s frequent flyer program book the flight for both of you, and request an aisle and a window. The center seating will be blocked in most cases and used only if the flight is fully booked.
31. Chat up the gate attendant at boarding: All unclaimed seats are released prior to boarding, so ask the gate attendant when checking in your preference for a better seat.
32. Book well in advance: Though it may be a hassle, booking early can save you money and get you a better class seat. Air France recently introduced a new business-class fare that is about $4,000, half the normal price.
    

    Flight and Hotel Upgrades and Renting Cars

33. Y-Up: If you’ve never heard this term before, commit it to memory. Y-Up, Q-Up and Z-Up tickets look like full-fare coach seats, but they actually come with a guaranteed upgrade to first class. Sites like Farecompare.com offer a Y-Up search tool and a guide to booking these fares through airline and travel sites. But make sure that if you purchase this type of ticket that you’re not planning on changing your reservation: you’ll pay extra if you must change your reservation.
34. Arrive early and scope out the other options: If for some reason you get done with your business earlier in the day than expected, head to the airport to check out other available flights to your home city. If you make the switch within the same airline, you probably won’t get charged extra. But be careful, though, as taking up another airline’s offer could cost you a small fee.
35. Use the upgrade certificates airlines send you for being a frequent flier: You might just throw the mailings in the trash when you get them, but pocket them and use them to your benefit.
36. Be first in line at the gate counter: Ask the gate attendant for an upgrade in class. It will most likely be less expensive than if you had originally booked it, or free.
37. Be the last in line at the gate counter: If you’re last, extra spaces in first class may become available, and you, Mr. Dawdling Man in the Gray Suit, might be the one sliding into the seat.
38. Work the overbooked flight: If your flight gets overbooked, volunteer to get bumped and ask for a first-class seat on the next available flight. Some airlines will even give cash or flight vouchers for your generosity.
39. Choose 747 or 777: Yes, we know that 747s sometimes blow up. But because they’re wide-bodied planes, they have more first- and business-class seats, which ups your chance of securing one. Check Seatguru.com for configurations on other planes.
40. Book on airlines that offer refundable air tickets: Some airlines let you cancel a reservation and apply the funds paid for that ticket to any future flight within the next year with no charge. This can ensure against fare changes and allow you to cancel that reservation and rebook the same itinerary at the lower rate.
41. Exercise Rule 240: Rule 240 provides remedies for delays and cancellations that occur as a result of the airline’s actions (this does not include weather-related issues). If you’re delayed and you can’t afford to wait, or just don’t want to, bringing up Rule 240 may be enough to get the ticket agents to make new arrangements for you fast. Rental car upgrades
42. Book the car by phone and ask if an upgrade is available: If it’s not at that time, ask the representative to make a note in your record and remind the check-out person when you pick up the car.
43. Reserve the rental car location’s most popular model: If the car is sold out when you arrive, you probably will receive a free upgrade.
44. Join the loyalty club: These joints are the frequent flyer programs of car rental companies. Benefits vary for each, but usually include a priority phone number for reservations, discounts on rentals and no long lines. Hotel upgrades
45. Join the hotel’s members’ club: Most hotels have membership clubs that dole out awards points
    each time you stay, perks like free Internet access, quick check-in and other discounts. Staying with one spot will let you get better perks over time. Ask about corporate rates, and flaunt a business card when booking a weekday reservation, as you can probably qualify for the discount and might even get 10 to 20 percent off the standard room rate. Some airlines’ reward programs, such as Southwest’s
    Rapid Rewards, also give discounts for certain hotels, like Hilton.
46. Book a room on the executive floor: It’s slightly more expensive, but you’ll get private concierge, free local calls, priority check-in, late check-outs, free access to spas or gyms, free food and booze and more.
47. Make pals with the peons: If you visit one city repeatedly, stay at the same hotel and get to know the front-desk staff. Mention that you are a frequent guest when you check in and ask if an upgrade is available. If you are staying for one night, ask for a free upgrade.
48. Book business on weekend: Book a room at a hotel in the business district during its slow period the front desk may be more willing to upgrade you for free.
49. Check the hotel’s home page: Get info on discounts and deals straight from the horse’s mouth. Some may list Internet-only specials that are not available elsewhere.
50. Say it’s your birthday: Yes, this ploy isn’t just useful for getting a free sundae at restaurants. Tell the friendly front desk folks of the special occasion and ask for an upgrade. Bonus points if it’s a milestone birthday.
51. Book in a hotel with an event going on: Contrary to what you might think, if the event is a job fair, the hotel will be housing general clientele who probably will have the standard room arrangements. You may get offered the suite without asking so that the staff can free up the regular space for the event’s attendees. Check the Web site of the city you’re staying in to find out what’s happening.
52. Dress the part: This rule proves true for flight upgrades as well. If you’re dressed for success and not in a pair of bike short and a tie-dye top, people will be impressed and possibly more apt to turn over the cardkey to a cushier room.
    

    Other Tips

53. Link loyalty clubs: Join interconnected programs to get as many reward points as often as possible. Also use credit cards or AAA cards with rewards programs that allow you to earn points for every dollar spent.
54. Know the worst days to fly: It’s a rule that Thursday and Friday are the worst days to fly because that’s when people leave for or return from vacation. Travel early in the week, if possible, and try to schedule a late-morning or early-afternoon departure.
55. Double-check details: Recheck flight information the day of departure to check on delays and seating.
56. Be prepared to work on the plane: Check to make sure the plane has power ports for your laptop. If you’re flying overseas, you may need an adapter, available at places like Magellan’s.
57. Businesstravellogue:  Find out all about different mileage programs, travel requirements for countries,
    how to leverage your employer-paid travel to give you the most miles and more.
58. Association of Business Travlers: For 27 years, ABT has provided hotel discounts and travel savings for its members.
59. About.com:About offers guides with compiled information on various topics, including business travel.
60. Joesentme.com: This site is the site for business travelers, with bargains and tips at your fingertips.
    There is a subscription fee, however.
61. Bradmans.com: Brandman’s makes business travel easy with helpful info on certain U.S. cities and foreign destinations.
62. Nationalcar.com: Find special deals from tons of car rental companies throughout the country.
63. BreezeNet.com: For a fast scan of rental car options from several companies, check out this site.
64. LateRooms.com: LateRooms.com has thousands of rooms available this minute in Europe or the UK.
65. LateStays.com: LateStays.com, on the other hand, offers rooms in Indonesia, Malaysia and a dozen other countries.
66. Lastminute.com: This site is perfect for the procrastinator or for the person who just wants a better
    hotel, airfare or activities deal.
67. CoolSavings:You’ll get a list of a ton of Web sites peddling discount flights, free hotel offers,
    cruise specials and luggage coupons. Usable for last minute travel as well.
68. Cheapflights.com: You can find cheap last minute flights and travel tips here.
69. FlightStats.com: This site tracks up-to-date on-time performance of all U.S. flights and gives day-of-departure information on delays.
70. OneTravel.com: This site specialties in business travel, compiling flights, hotels and car rental farers
    in top destinations throughout the world.
71. HotelDeals360.com: This site covers hotel deals for various cities.
72. Quikbook: Like its name suggests, this site lets you plug in your price range for hotels you need to book ASAP.
73. CheapTickets.com: If you’re looking for discounts in a jiffy, jump over to this site.
74. HotWire.com: Click on the “deals” button on the homepage and you’ll find hotels, flights and cars for
    less. As the date of your tripe approaches, they may offer increasing discounts
    on a daily basis.
75. Hotels.com: Like Hotwire.com, Hotels.com also gives up to the minute hotel deals.