Your Guide to Stress-Free Business Travel: Answering Common Corporate Travel Questions

Business travel can be exciting—meeting new clients, exploring different cities, and expanding opportunities—but it also comes with its fair share of logistical challenges. From navigating airline policies to maximizing efficiency on the road, corporate travelers often find themselves facing unexpected hurdles.

At New Horizons Travel, we know that time is money, and our goal is to ensure your business trips run as smoothly as possible. Whether you’re a seasoned road warrior or new to corporate travel, we’ve compiled answers to some of the most frequently asked questions to help you travel smarter and stress-free.

Change of Plans

We’ve all been there—plans change, meetings shift, and suddenly, that flight you booked is no longer needed. The good news? Most airlines allow you to use the value of a canceled ticket toward a new one.

However, this process isn’t always straightforward. Some airlines impose change fees, others require rebooking within a certain timeframe, and a few offer full flexibility depending on your fare class. That’s where we come in. Our travel advisors help navigate these rules, ensuring you don’t lose out on your investment.

Pro Tip: If your company frequently books flights with flexible fare options, we can help you determine the most cost-effective strategy for cancellations and rebookings.

All Things Refunds

Gone are the days of easily spotting “refundable” or “non-refundable” printed on a paper ticket. With today’s electronic booking systems, ticket refundability often depends on the airline, fare type, and even the time of cancellation.

If you’re unsure, your best bet is to contact your travel advisor before making any changes. We’ll review the airline’s policies and let you know if a refund is an option—or if credit toward future travel is the better route.

Need fully refundable tickets for business travel? We can build a policy for your company that prioritizes flexibility while keeping costs manageable.

How Early Should I Arrive at the Airport?

This question depends on a few factors: your destination, airport size, and whether or not you are checking a bag.

General rule of thumb:
Domestic flights: Arrive at least 1 hour before departure (preferably 90 minutes for peak times).
International flights: Arrive 2 hours before departure to account for security and customs procedures.

However, if you’re flying out of a major hub like Denver International Airport or Chicago O’Hare, give yourself extra time. Security lines can be unpredictable, and last-minute gate changes are common.

Want to skip long security lines? Programs like TSA PreCheck and Global Entry can make airport navigation much faster. If you travel often, these services are worth every penny—and your company may even reimburse you for the fee.

Does the Name on My Ticket Have to Match My ID Exactly?

Yes! Your ticket must match your government-issued photo ID exactly, including middle names and initials if they appear on your passport or driver’s license.

A minor typo can lead to unnecessary delays or even denied boarding, so always double-check your name when booking. If you realize there’s an error after your ticket is issued, let us know ASAP—some airlines allow free name corrections within a limited window.

Everything We Need to Book

• To book a corporate flight, make sure you have the following details ready:
• Full Name (exactly as it appears on your ID)
• Date of Birth
• Gender
• Contact Information (phone & email for travel updates)
• Frequent Flyer Number (if applicable)
• Company Travel Policy Preferences (economy vs. business class, seat preferences, baggage allowance, etc.)

Additionally, if you’re enrolled in TSA PreCheck, Global Entry, or have a Redress Number, providing this information will ensure you receive the benefits when traveling.

Working with New Horizons Travel means you don’t have to enter these details for every booking—we keep your preferences on file for faster, hassle-free reservations.

What Happens If I Need Help Outside of Business Hours?

Flight delays, cancellations, and last-minute itinerary changes don’t always happen between 9 and 5. That’s why New Horizons Travel provides after-hours support for corporate travelers.

Whether it’s a weather-related delay, a missed connection, or a sudden schedule change, our team is just a phone call away to assist you—no waiting on hold with airline customer service for hours.

What Are the Best Ways to Make Business Travel Easier?

Aside from having a dedicated corporate travel agency (which is a game-changer!), here are a few simple steps to make your trips more efficient:

• Sign up for TSA PreCheck & Global Entry – These programs save valuable time at security and customs.
• Enroll in airline frequent flyer programs – Even if your company books your tickets, you can still earn miles and enjoy perks.
• Join hotel loyalty programs – Free upgrades, better rates, and VIP treatment can make a huge difference.
• Use mobile apps for real-time updates – Most airlines and hotels have apps that provide alerts, digital boarding passes, and last-minute deals.

When you work with New Horizons Travel, we track your preferences, find the best deals, and handle the logistics so you can focus on what really matters—your business.

Let’s Make Your Next Business Trip Seamless

Business travel doesn’t have to be a hassle. With expert guidance, careful planning, and access to insider resources, you can travel smarter, save time, and reduce stress.

At New Horizons Travel, we take care of the details so you can focus on your work. Whether you need help managing last-minute itinerary changes, booking flexible fares, or optimizing your company’s travel program, we’re here to help.

Ready to simplify corporate travel? Contact New Horizons Travel today!