The Complete Business Trip Packing List

Are you planning a business trip this year? Well if so, you've got company. According to GBTA's Business Travel Index Outlook report, business travel spending has bounced back after the pandemic and is projected to soar, reaching £1.1 trillion in 2024 and nearly £1.4 trillion by 2027.

Business travel is essential for companies to expand their reach, nurture client relationships, and seize opportunities in global markets. It facilitates face-to-face interactions, helps you problem-solve on-site. It also builds collaborations that are vital for driving growth and achieving business objectives. 

But, if you’ve got a business trip coming up, what should you pack?

Read on for our complete business trip packing list—and a few helpful hints on how to prepare for your first business trip. 

TL;DR

• Planning for business travel is key to success and sustainability. 

• Packing efficiently with a checklist ensures you're prepared—consider clothing, business travel accessories, documentation, and finance. 

• Roomex helps streamline financial planning, accommodation, transportation, and luggage selection, making your trip stress-free and productive.

First up, what is business travel?

Unlike travelling for leisure, which focuses on relaxation, business travel involves professionals travelling for work-related purposes such as meetings, conferences, and client visits. Careful itinerary planning and expense management are crucial to ensure business trips meet their objectives without blowing the budget—or your company’s sustainability commitments.

At Roomex, we streamline the entire business travel process, from booking accommodation to managing expenses. Through innovative features like RoomexPay and reservation checks, we ensure that every aspect of your trip is optimised for success, allowing your company to focus on its core objectives while enhancing your overall travel experience. 

Why do I need a business trip packing list?

A packing list for your business trip helps you optimise luggage space, ensuring you pack only what you need. It also minimises stress—you don't want to be that person who forgets essential items and has to borrow from colleagues while away. 

By taking the time to plan and list out everything you need, you can travel with confidence knowing you're well-prepared for any situation that may arise.

And, with 89% of workplace travellers choosing to combine business trips with personal holidays for leisure—also known as 'bleisure'—it’s even more important to make sure you have the right kit with you. 

What should I pack for a five-day business trip?

Here’s our ultimate business travel checklist:

Clothing essentials:

Business suits or professional attire (appropriate for meetings and events)

Dress shirts/blouses

Industry-specific attire like hard hats, hi-vis jackets, or steel-toed boots

Ties/accessories

One or two casual outfits for downtime

Undergarments and socks

Comfortable shoes suitable for walking and professional settings

Pyjamas/sleepwear

Raincoat, warm jacket, or smart overcoat

Business travel essentials:

Laptop and charger

Mobile phone and charger

Travel-sized toiletries (shampoo, conditioner, body wash, toothpaste, etc.)

Travel adapter/converter if travelling abroad

Notebooks, pens, and other stationery

Portable power bank

Snacks and refillable water bottle for on-the-go refreshment

Travel necessities:

Reservation confirmation details from Roomex

Passport/identification documents

Business travel insurance documents

Wallet with necessary cards and currency

RoomexPay allowance card for streamlined on-the-road spend

Any necessary medication

Travel itinerary and contact information

Reusable shopping bag for souvenirs or additional items

Sunglasses and sunscreen (depending on destination)

Small travel umbrella or raincoat

How do I prepare for my first business trip?

Here’s our step-by-step guide to getting everything in place for your first corporate travel experience…

Preparing for your first business trip helps ensure a successful and stress-free experience. It will also help you present yourself confidently as a professional—whether you’ve been in your industry for a few minutes or a few years. 

Step 1: Research and documentation

• Get to know the destination's culture and business etiquette to make a good impression.

• Research your clients, partners, and project sites to understand their expectations, get up to speed on all aspects of the ongoing work, and to help you anticipate any problems.

• Gather all necessary documents and materials for your meetings or site visits. 

Step 2. Financial preparation:

• Plan your expenses and set a budget for your trip. You may be covered by company per diems or your travel policy might specify spending limits. Check with your company travel manager, finance manager, or office manager before you leave. 

• RoomexPay prepaid allowance cards offer a convenient solution for managing on-the-road spend, eliminating the hassle of submitting expense reports and waiting for reimbursements. With RoomexPay, you can focus on your business objectives without worrying about financial constraints.

• Ensure you have access to necessary funds for emergencies or unexpected expenses.

Here are a few RoomexPay benefits:

Firstly, it simplifies expense management by streamlining expense tracking, saving you valuable time and effort. Secondly, RoomexPay is registered in your company name—no need to give out your own personal financial information or credit card details while you're on the go. Additionally, RoomexPay improves your cash flow by eliminating the need for out-of-pocket expenses, ensuring a steady flow of funds throughout your trip. 

Step 3. Accommodation reservations:

• Use Roomex to book your accommodations, taking advantage of its streamlined booking process and wide range of options tailored to the needs of workforce travellers. You can filter results by location and services, to find the hotel that’s the right fit for you within your company travel policy.

• Benefit from Roomex's reservation checks, which periodically verify reservations with hotels to confirm your booking and address any additional needs, such as flexible check-in arrangements.

Step 4. Transport arrangements:

• Book transport well in advance to secure the best deals. WIth Roomex you can book train travel alongside your accommodation, with split-ticketing available to help you get the best value fare for your journey. 

• Track your transport bookings and stay informed about last-minute changes or cancellations using Roomex's travel management platform.

Step 5. Packing and preparation:

• Pack according to our business travel packing list.

• Double-check your packing list, ensuring you have all necessary documents, devices, and accessories.

• Make sure your devices are equipped with up-to-date security software and enable remote access to essential documents and emails.

Need help fitting it all in? The best luggage for business travel:

Your business travel bag needs to double up as your portable workspace, holding your laptop, paperwork, mobile devices, chargers, and industry-specific tech and accessories—as well as your clothing. Here’s what you should look out for when choosing luggage for your business trip:

• Make it lightweight and durable: Opt for luggage that is easy to carry and can withstand frequent travel. Go for bags that can fit easily into overhead or under seat compartments on trains.

• Look for organisational features: Luggage with compartments and pockets makes it easier to access your belongings on the go. 

• Keep it professional: Choose luggage with a sleek design that reflects your professionalism and industry standing. 

6. Final checks:

• Verify all travel arrangements to avoid any last-minute surprises.

• Confirm your Roomex bookings and review any additional requirements.

• Pack your luggage according to your list and ensure you have everything you need for a successful trip.

Wrapping Up

A business trip packing list is vital for optimising space, reducing stress, and ensuring you're well-prepared for any situation while you’re on the road. 

Take the hassle out of travel planning, keep to company policies, and wave goodbye to hoarding receipts for expenses by booking your hotels with Roomex today.