Last Updated on October 27, 2026
You arrived in Denver in the morning and barely had time to drop off your suitcase at the hotel because you had a 25-minute commute to your first meeting, which you walked into while still holding your coffee from the airport. Three days later, you’re flying back, and the only part of the city you really saw was the route between the hotel, your meetings and the airport.
Sound familiar? Often, business trips boil down to three intense days packed with work and obligations, and that’s before you chase down every detail of the hotel groups or squeeze into a tight itinerary. The good news is that it doesn’t have to be that way. You can plan a business trip that feels like a real vacation. Before you pack, check out these tips.
An Itinerary with Breathing Room
One of the main problems with travel in general is that we want to make the most of every second and forget how important it is to be able to rest. That’s why it’s a good idea to plan less tightly packed itineraries. When your budget and company policy allow it, choose direct flights and cut the odds of delays or disruptions. Count the time outside the flight too, like the ride from the airport to the hotel.
It’s also important to allow plenty of time between landing and your first appointment, especially on coast-to-coast trips where the time zone changes. Boston runs three hours ahead of Seattle, so that 9 a.m. meeting will feel like 6 a.m. to your body. Another factor that goes a long way toward making a business trip feel less like work is flexibility
Flexibility also goes a long way toward making a business trip feel less like work. Group business trips involve sharing meetings and work-related events, and you can schedule leisure time as well. Just make sure some evenings stay free, so each person can choose what to do on their own.
Location and Hotel
Choosing a good location is key, and it’s often better to invest in a centrally located hotel than to spend money on transportation later and waste time commuting. That way, you can make the most of your free time.
In addition, a few steps before you leave also spare you time and effort later:
- Download your itinerary so you can check important details without relying on Wi-Fi.
- Find a comfortable workspaces in case your hotel room doesn’t have a desk.
Engine.com is a great option for booking hotel rooms for a team trip because you can compare hotel offers in one place, and all colleagues receive the hotel details and booking instructions together. Most groups receive a response from hotels the same day, and group rates can be up to 22% lower than public online prices.
Clear Boundaries for Work
Being away from home blurs the line between work hours and everything else. Talk to your team before you leave about how available you need to be, and set specific work hours to prevent work from encroaching on your free time.
Then choose an activity in the city that’s just for you. It could be visiting a museum or going out to dinner. One tip is to make it short enough that you can still enjoy it even if the previous meeting runs a little long.
More Time in the City
Sometimes, the best solution is simply to add a few more days to your trip. For example, if you’re traveling from Tuesday to Thursday, you can talk to your company and work remotely on Friday so you can stay for the weekend.
Even without the extra day, a trip planned with some flexibility lets you explore the place you flew to. The next time you land in Denver, you might still have an airport coffee in your hand. But you’ll have a much better place to enjoy that second cup!
Planning your next business trip with a team? Explore Engine’s group hotel booking options to make coordinating accommodations easier.
