Government Executive - Authors - Nancy Gast Romps

Business Can Be a Real Trip

Nancy Gast Romps — Sat, 01 Aug 1998 00:00:00 -0400

our neighbors may look on with envy when you load your suitcases into a taxi or your car, imagining a jet-set life of traveling to exciting destinations. Little do they know that the places your government post takes you may not be ones you'd choose for a vacation. And even if they are, official business may crowd out any time for sightseeing.

But a little planning and creativity can make business trips more fun. Whether you're able to add on a separate side-trip destination at your expense or can manage to take an hour or two to sample your host city's attractions, a business trip can be the beginning of an enjoyable journey.

Side-Tripping

Government travel, by its very nature, is altogether different from business travel in the private sector. (It also differs widely by agency or government group. Check with your official travel office for specifics about any of the issues discussed herein, since few-if any-travel policies are regulated across the board.) Airfares and rates for hotels and rental cars are generally much lower for the official government traveler than for anyone else, but with those benefits come some restrictions.

For the most part, government travel policies do allow employees to add pleasure trips to their itineraries at the traveler's expense, though it's important to note that many travel agencies serving government contracts are required to put official trip-planning ahead of vacation travel. "It's really a nice diversion to book leisure travel," says Susan Buckalew, customer manager for the SatoTravel office at the General Services Administration's Atlanta Federal Complex. "When I was an agent, I used to love it when I could book an add-on trip that would result in the whole trip-official in cluded-being cheaper in the long run."

Fare-finding triumphs aside, travel agents can tell tales about the lengths some travelers go to in order to sneak in "official" stops that aren't approved by the government. Occasionally it's possible to arrange both official business and the routing of an official trip to accommodate a quick visit to another city (with your supervisor's permission), but more often, the desired itinerary can't be done solely on the government's tab due to city-pair requirements and other factors.

"One customer with family in Australia was always trying to find ways to legitimately make stops there, no matter where his business took him," Buckalew recalls. "Another gentleman tried desperately for weeks to arrange to fly through New York for business for his parents' 50th wedding anniversary. Finally, he realized that a 50th anniversary was a once-in-a-lifetime occasion, bit the bullet and bought a separate ticket himself."

If you do decide to purchase an additional trip when you make your business reservations, let the buyer beware: There are some risks to add-on bookings. Many government agencies will not allow leisure travel of any kind to be charged on a government-issued credit card, even with the knowledge that you'd be reimbursing the government. Say you're traveling on official business from Washington to Oklahoma City. If you want to add on a personal trip to Nashville and fly home to Washington from there, you will most likely have to charge the entire trip on your personal credit card and be reimbursed for the official portion. And if your official business in Oklahoma happens to be canceled or changed, you're probably going to find yourself responsible for paying for the entire transaction-business and pleasure.

Of course, when add-on trips work, they work spectacularly well, often saving the government traveler both hassle and money. Many travelers who find themselves in Europe on business take advantage of being overseas to make stops at different Old World attractions, reports Michael McManus, SatoTravel customer manager for GSA nationwide civilian government and leisure accounts. "It's usually really cost-effective to start a European vacation from your government destination," he says. "Travel between European cities from a hub like Frankfurt can be relatively inexpensive and give travelers a chance to see more of the country than they would otherwise." And Hawaii, which attracts a healthy share of official travel, is of course a destination in itself, as well as a good starting point for trips to Australia, New Zealand and Asia.

Government employees taking vacations can sometimes take advantage of other government travel benefits. For example, certain hotel and car rental agencies extend government rates to leisure travelers as long as they show proof of government employment. "These discounts can really be substantial," says Carl Wlotzko, SatoTravel's national sales and industry programs manager, "and they're a way for vendors to thank government travelers for their continued business."

However, Wlotzko advises leisure travelers to double-check on discount availability and possible restrictions with their travel agent or the vendor before traveling. For example, many car rental agencies that offer the government discount for vacation travel require that the traveler pay the collision-damage waiver insurance charge, which is unnecessary for official government travel. "A little bit of caution up front saves a lot of headaches later," cautions Wlotzko. "You don't want to be surprised by anything when you're trying to relax."

Quick Sights

Even if time doesn't permit a side trip, many of the cities most frequently visited by government travelers are places that boast world-renowned attractions and draw vacationers in their own right.

The following cities are the most common destinations for government travelers, as reflected in SatoTravel data derived from car and hotel bookings for the first quarter of 1998. We asked local residents, travel agents and convention and visitors' bureau representatives in each place how people who are passing through and have just a few hours to spare can get a taste for the region without having to spend much-if any-of their hard-earned cash. (All attractions listed below cost less than $20, and many are free).

If you're in Atlanta when the Braves are in town, keep in mind that $2,000 worth of tickets are held back until the day of the game and can be purchased for just $1 apiece, advises Karen McNeely of the Atlanta Convention and Visitors Bureau (800-ATLANTA). A 45-minute tour of the CNN Center costs $7 for adults. And if you're weary of the city scene, drive 15 miles to Stone Mountain Park, where you can take the sky lift to the top of the mountain for just a few dollars.
Neighboring cities Baltimore and Washington are a government traveler's dream. In Washington, free major attractions such as the Smithsonian Institution museums, national monuments and the White House are an easy walk from the city center and also accessible by public transportation. In Baltimore, the Inner Harbor's Harborplace & Gallery, reportedly the city's No. 1 visitor attraction, feature a mix of unique shops, 12 sit-down restaurants and 40 diverse eateries, as well as live entertainment on the waterfront. (Washington, D.C., Convention and Visitors Association: 202-789-7000; Baltimore Convention and Visitors Association: 800-282-6632)
There's more to Honolulu than beautiful beaches, although Waikiki is great place to start, says Donovan Dela Cruz, account executive for the Hawaiian Visitors and Convention Bureau's (800-GO-HAWAII) public relations firm. Admission to all public Hawaiian beaches is free. History buffs may enjoy visiting Pearl Harbor and the Arizona Memorial-both free as well-and Bowfin Submarine Museum, which charges $6 for adults.
In Jacksonville, Fla., the Jacksonville Landing is a waterfront shopping and dining facility. Water taxis take passengers across the river to the city's Maritime and Historical Society museums. Toward Mayport Naval Station, outdoor enthusiasts can sample biking, hiking and beachcombing at Little and Big Talbot Islands, where the St. John's River connects to the Atlantic Ocean. (Jacksonville and the Beaches Convention and Visitors Bureau: 800-733-2668)
While in Los Angeles, visit the Griffith Park Observatory next to the famous Hollywood sign, a short drive from the city center. On a clear day, you'll be able to survey the entire city-from the mountains at the edge of Pasadena to the beaches of Malibu-from the lookout points featured in the film classic Rebel Without a Cause. (Los Angeles Convention and Visitors Bureau: 213-624-7300)
Laura Walker, government sales manager for the Norfolk, Va., Convention and Visitors Bureau (800-368-3097), recommends the free, one-hour guided tours of Norfolk Naval Base-the world's largest. Downtown, the National Maritime Center includes Nauticus, an interactive museum on the waterfront that celebrates maritime history through virtual-reality adventures, aquariums and a tugboat museum. Admission is less than $10.
Orlando, Fla., may be famous for its theme parks, but it's also proud of its bargain attractions and city center. Jayne Behrle of the Orlando/Orange County Convention & Visitors Bureau Inc. (800-551-0181) recommends Church Street Station, a facility constructed of materials from churches in Ireland. During the day, you can browse the shops and people-watch for free; at night, the cover charge for admission to the complex (and its nightclubs) is just a few dollars.
Remember the Alamo, says the San Antonio Convention and Visitors Bureau (800-447-3372). One of five Spanish missions in the area, it played an important role in the battle for Texas' independence during the war between Texas and Mexico. Nearby, the city's famous Riverwalk is a two-and-a-half mile landscaped path surrounded by unique boutiques and restaurants.
San Diego's Balboa Park, just north of downtown, is 1,200 acres of "museums, theaters, gardens, sports facilities, the zoo and plenty of open space," according to the San Diego Convention and Visitors Bureau (619-236-1212). The park is centrally located and accessible by public transportation, and admission to each museum is less than $10. For shopping, restaurants and more museums, try San Diego's Old Town.
Seattle city buses in the downtown corridor are free between 7 a.m. and 7 p.m., says Rochelle Adams, media relations manager for the Seattle News Bureau. Those buses can take you to Pike Place Market, one of the country's largest public markets, and historical Pioneer Square, among other attractions. (Seattle-King County Convention and Visitors Bureau: 206-461-5840)

Despite government travelers' busy schedules and often-stringent travel regulations, eking out some time to enjoy the sights doesn't have to be a quandary on the level of balancing the federal budget. And just maybe your neighbors will have reason to eye your departures with envy, knowing you'll be making it your business to have a little fun.

Nancy Gast Romps is senior media editor/writer for SatoTravel, a travel-management firm that serves government, military and corporate customers.

]]>

Hotels Offer the Comforts of Work

Nancy Gast Romps — Mon, 01 Sep 1997 00:00:00 -0400

otels want you to think of their properties as your home away from home. But does your home offer business amenities, exercise facilities, top-notch security and fully stocked refrigerators by your bed?

Unless your home address is Mar-a-Lago or Bel Air, probably not. But the hotel industry takes seriously its mission of making your on-the-road abode comfortable. In fact, hotels constantly change and upgrade their amenities in response to traveler trends and needs. So here's a look at what's new behind those card-keyed doors.

Back in Business

You may have noticed that modem hook-ups, copy centers and voice mail are becoming as ubiquitous as Gideon Bibles and tiny soaps in many hotels. The reason? Business travel is thriving, even in this age of speaker phones, e-mail and videoconferencing.

More travelers are taking work on the road than ever before, and hotels recognize that business travelers need business tools. In fact, according to a recent telephone survey of 395 business travelers conducted by CLT Research Associates and Marriott Lodging International, 62 percent of U.S. business travelers pack personal computers, 28 percent carry portable phones and 24 percent include pagers in their luggage.

Accommodating the business traveler is hardly a new concept to Red Roof Inns, says Jeff Horch, director of government sales for the chain. "We've really been ahead of the curve in recognizing the need for business amenities," he says, "so our properties have had modem hook-ups and large desk spaces for years now."

Now, Horch says, Red Roof Inns' enhanced "Business King" rooms go an extra step by outfitting business travelers with recliners, larger work areas, speaker phones and-for those occasional breaks from business-25-inch televisions, movies on demand and Nintendo video game sets. "They remain our most popular rooms," he says. One potential caveat to government travelers: Double-check whether a hotel offers these amenities at a premium, and, if so, whether the nightly room rate is still within the per diem.

Safe and Sound

"Security is our top concern at all times," contends Red Roof Inns' Horch. Keeping properties secure is a priority with hotels, because personal safety is a top concern of most travelers.

Much of the concern over hotel safety is due to the increasing numbers of travelers on the road alone, as well as a growing population of female business travelers. The July 14 Travel Weekly reports that Swissotel has formed an advisory board of women business travelers to address security concerns. One measure the hotel chain has instituted is escorting female guests to their rooms. Linn Asbury, manager of industry programs for SatoTravel, says solo travelers also can ease their minds by requesting rooms near heavily trafficked areas like elevator banks.

Also, registration clerks should never say room numbers out loud while guests are checking in, Asbury warns. They should write the numbers discreetly on a receipt or key-card jacket. "If you feel that someone could have overheard your room number, promptly request another room," she advises.

Hotels aren't handling traveler safety issues just within their walls. Red Roof Inns has designed interior corridor buildings for its new properties instead of outdoor corridors, which some female customers perceive to be less secure, says Horch. In addition, he says, Red Roof Inns, like many hotels and motels, never puts room numbers on its keys and replaces the room's entire lock if even one key is lost. "It doesn't take us losing multiple keys before saying, 'We'd better change that,' " he says.

Before You Go

What else should business travelers keep in mind when staying in a hotel or motel?

Your contracted travel agent already should have confirmed your low government rate, but it never hurts to double-check when you confirm your reservation or check in. "Also, ask if the rate quoted is the lowest available at the time," advises Asbury. Chances are, it is-government rates are about the most reasonable around-but occasionally a property will slash prices even further on short notice, especially if it's in a suffering market.

If you've requested a room that's smoke-free, with a king-size bed or a particular view, always re-voice that preference when you check in. Although most hotel properties will do whatever they can to accommodate your request, "these special-request items are honored on a first-come, first-served basis and are almost never absolutely guaranteed," Asbury warns.

If a hotel offers airport transportation, shuttle service to downtown attractions or free breakfasts, so much the better for your per diem. "Many of our properties are now including a complimentary meal in their rates," says Lynn Shatterly, director of worldwide sales and specialty markets for Best Western International. "Our rates are already within government per diem, so they end up ahead."

The U.S. Lodging Panel reports that the number of trips requiring a stay of more than 15 days has increased by 7 percent since 1985. If your travels keep you away from home for more than a few days, consider checking into an extended-stay facility. This rapidly growing segment of the hotel industry outfits travelers with many extras, including kitchenettes and separate sitting rooms, at affordable rates.

Find out whether your hotel imposes cancellation fees or early checkout charges. To keep prices down and no-shows to a minimum, many hotels and motels charge from $25 to one night's stay if your plans change unexpectedly.

When your trip is over, let your travel manager or agent know whether the hotel met your expectations. Customer comments are taken into consideration when it's time to renegotiate government rates and preferred-vendor programs. As the cards in hotels proclaim, "Your opinion truly counts."

Nancy Gast Romps is senior editor/writer at SatoTravel, a $1.2-billion travel management firm based in Arlington, Va.

]]>