Travel Best Proactices
Be Prepared

Our focus through the years has always been to provide you the highest levels of personal service at the most competitive cost. Refer to our recommended best practices when requesting, researching or booking your travel.

Air Costs

  • Always review your itinerary within 24 hours of receiving your email. Immediately notify International Travel Associates of any discrepancies. If we are not notified within 24 hours of ticketing, we will assume the itinerary is correct and any change fees will be your responsibility.
  • Whenever possible, avoid changing your reservation once it is ticketed. Airline change fees can substantially increase the cost of the ticket.
  • Always cancel any ticket prior to the departure of the outbound flight if you won’t be using it. If this is not done, the ticket retains no value for future use.
  • Make reservations as far in advance as possible. This enables you to take advantage of lower fares, as well as increases the possibility of getting your preferred seat.
  • When making reservations, choose the least expensive nonrefundable fare. Refundable fares are often double or triple the discounted rate.
  • Whenever possible, use the same airline for the entire trip. Changing airlines results in one-way tickets, which are generally more expensive—and you’re more vulnerable to travel delays.
  • There are six time zones across the U.S. (including Alaska and Hawaii). Additional time is needed when traveling in an eastern direction.
  • Avoid requesting specific airlines to accrue miles. Always be open to using the carrier offering the most competitive fare.
  • Whenever possible, combine business trips. Several stops on one trip or visiting multiple clients in the same city will generally be less costly than two round trips.
  • Whenever possible, schedule midday meetings. This often enables you to avoid peak times at airports.
  • Based on possible flight delays, make sure you have extra time between your flight arrival and your business meeting. You may want to book one flight earlier than your intended arrival time so there is a backup flight.

Car Rentals

  • International Travel Associates has special rates with Avis, Enterprise and National car rental companies.
    NOTE: At times there are rental “specials” available that may be a lower cost than our negotiated rates. Book the rate if your car rental qualifies for that special rate.
  • Think carefully about what kind of vehicle you'll need. If you're traveling with a lot of equipment or people, you may want a large sedan, minivan or SUV. Our standard is to book a full-sized car.
  • GPS systems are helpful, but cost an additional $10 to $20 a day. This equipment is also only available on full size or larger vehicles. Make sure you need this on your rental before you request it.
  • Car rentals are based on a 24-hour clock. For example, if you pick up your vehicle at 9:00 a.m. on Monday and return it at 10:30 a.m. on Tuesday, you’ll be charged for two full days. 
  • Always check your companies travel policy regarding collision damage insurance. It may already be included in negotiated corporate rates.
  • Before you drive away from the pickup station, inspect the car carefully for body damage. Be sure the lights and turn signals are working properly—and check the mileage odometer.
  • Be careful of prepaid gasoline plans. Always fill the tank yourself before returning the vehicle, so you're only paying for the amount of gas you actually used. 
  • Most major rental car companies allow for unlimited mileage in the same state, but it's a good idea to check their policy before you reserve a car. Please double check the rental agreement regarding unlimited free miles versus a charge per mile.
  • If you're under 25, please contact International Travel Associates for assistance with underage driver policies. 
  • An extra fee is usually charged if a car is returned to a different location than where it was picked up. Make sure you are aware of any drop-off charges.
  • Car rental companies often charge a small fee when you request frequent flyer miles for your rental. The fee varies by airline and can range anywhere from a few cents to $2 a day.
  • Adding more than one driver to your rental agreement often carries a surcharge. Typically, it will be anywhere between $7 and $25 per day.

Hotel Costs

  • If you are traveling for business, there may be a corporate hotel rate available. Please check with International Travel Associates when making your reservation.
  • Often, business hotels offer transportation shuttles to major business areas—or they can assist travelers with securing taxis or private cars.
  • If you need to cancel your room after you have made your reservation, be sure to cancel it prior to the cancellation deadline to avoid penalties. Please document the reservation’s cancellation number.
    NOTE: Hotels will usually charge a minimum one night room penalty for “no-shows”.
  • Nonrefundable hotel stays may be lower in cost; however, because changes frequently occur with business travel, we are not recommending you book this type of rate. Usually, nonrefundable hotel stays must be prepaid.
  • Some hotels will include a complimentary breakfast with your room stay. This can be an easy and convenient option.