BUSINESS TRAVEL HUB
Business travel, between flights
Make your layover
work for you.
A client call before boarding. A night to reset before a presentation. A team arriving on different flights. Make a practical plan for the hours that can shape your whole work trip.
Explore this business travel hub
01 Start with the situation
What does this trip need?
Choose the situation you are facing. Start with a practical fix, then use a tool or service when it earns its place.
A meeting during a long connection
Make the time usable. Find your onward gate first, allow for boarding and set a leave-for-gate alarm. Use a reservable room for a confidential conversation. A lounge seat may work for email, but calls and meeting rooms depend on the venue.
EpicLayover tool: estimate your usable layover time.
Service to consider: a Regus meeting room if its location fits your connection, or the airport’s own bookable workspace. Check airside access, hours and the walk back.
The Wi-Fi drops before an important call
Have a second connection ready. Test the airport network and your phone hotspot before the call. Download the deck, keep an audio dial-in option and disable unnecessary syncing. Ask IT which networks and VPNs are approved.
EpicLayover guide: compare travel connectivity options.
Services to consider: Roamless mobile data if your device and destination are supported; NordVPN only where allowed by company policy and local rules. A VPN cannot fix a weak connection.
An overnight layover before a presentation
Protect a real sleep window. Compare an airside transit hotel with an airport hotel, allowing for immigration, transfers and check-in. Keep tomorrow’s clothes and presentation offline in your carry-on. Confirm the hotel accepts your actual arrival time.
EpicLayover resource: the layover recovery checklist.
Service to consider: an airport hotel or a direct transit-hotel booking. A daytime room booking may not cover overnight hours.
A delay threatens your meeting
Work on both plans. Contact the airline or your company’s travel assistance, alert the meeting host and agree a remote or later start. Check remaining connections before buying a replacement ticket. Keep delay notices and receipts.
EpicLayover tool: review the revised connection time.
Service to use first: your existing booking agent or employer travel desk. Review insurance options and policy terms before a future trip; do not assume a new policy covers an already known disruption.
You need quiet, a shower or a day-use room
Book for the actual need. Compare a lounge, private workspace and day room. Verify shower access, a desk, Wi-Fi, room hours and cancellation terms. Count transfer time in both directions before leaving the terminal.
EpicLayover tools: usable layover time and total layover cost.
Services to compare: Dayuse rooms, Priority Pass lounge access and direct airport facilities. A lounge membership does not guarantee a shower or a quiet room.
Several employees are making the same trip
Agree one shared plan. Name a trip owner, record arrivals with local time zones, set a meeting point and define who can approve changes. Keep individual booking references and emergency contacts in the company’s approved shared space.
EpicLayover tool: estimate costs per traveler before combining the team budget.
Company options: compare Navan, SAP Concur, Ramp and Expensify. Use the existing company portal if it already handles bookings and approvals.
Receipts are scattered and personal costs are mixed in
Capture the details while they are fresh. Save the itemized receipt, currency, date and business purpose. Identify personal extras separately and reconcile against the payment record before submitting. A card charge alone may not meet your company’s receipt rules.
EpicLayover resources: the cost calculator for planning and the receipt checklist below for closeout.
Service to consider: your employer’s expense system, or Expensify’s individual receipt tools if permitted. Capturing a receipt does not guarantee reimbursement.
02 Traveling for work
Your business layover toolkit
Use EpicLayover’s existing calculators and guides to make the plan. Book only the services your trip actually needs.
Some links are affiliate links. EpicLayover may earn a commission if you purchase through them. Your company policy and the provider’s terms still apply.
Time & trip costs
Make room for boarding, border checks and transfers before promising a meeting time.
Lounges & workspaces
Check the exact terminal, opening hours, entry rules and call policy. For privacy, reserve an enclosed room.
Day rooms & airport hotels
Compare bookable room hours, desk space, shower access and the transfer back to your terminal.
Data & digital security
Use company-approved connectivity first. Test hotspot access and work logins before departure.
Transfers, trains & buses
Compare door-to-door time, operating hours and luggage handling. Check the official operator for live service changes.
Entry & travel documents
Use the checker to identify questions, then confirm with the destination’s immigration authority and airline. Business activities can have different entry rules.
Packing & departure
Keep presentation files, approved chargers, essential documents and a change of clothes within reach.
Disruption & recovery
Save the travel-desk number and agree a backup meeting plan. Check existing employer and card coverage before buying more.
Expenses & reimbursement
Follow your company’s categories and deadlines. Separate personal purchases and keep itemized receipts.
Lounge or private room?
Priority Pass: individual membership, or enrollment through an eligible card benefit. U.S. public annual plans checked: $99 plus $35 per visit; $329 with 10 visits; $469 with member visits included. Guest visits are $35. Access depends on space, terminal and lounge rules. Check your existing benefit before buying.
Regus: individuals and teams can book meeting rooms by the hour or day at participating locations worldwide. Rates, equipment and hours depend on the center. A coworking desk is shared space, so ask about privacy.
Priority Pass plans · Regus details · Checked October 28, 2026
Day room or overnight stay?
Dayuse: direct booking for individuals at participating hotels in selected markets, including the U.S., Europe and parts of Asia-Pacific. Prices depend on property and time slot. Confirm that the room includes the amenities you need. Cancellation and prepaid fees follow the selected offer.
Booking.com: useful for comparing overnight airport hotels. Check shuttle hours, late arrival arrangements and cancellation rules. A normal overnight reservation does not promise early check-in or daytime access. Company negotiated rates may require the employer portal.
Dayuse cancellation rules · Checked October 28, 2026
Data and VPN buying checks
Roamless: individual mobile data across 200+ destinations on compatible eSIM devices. Compare pay-as-you-go credits, fixed data plans and unlimited plans for your route. Unlimited plans include 3 GB per day at full speed, then reduced speed. Hotspot use consumes the same allowance.
NordVPN: a personal VPN subscription, subject to local restrictions and employer approval. It does not replace your company’s access system or create internet service. Compare the total billed amount and renewal price. The U.S. monthly Basic price checked was $14.99 before applicable tax.
Roamless plans · NordVPN pricing · Checked October 28, 2026
03 Managing business travel
Start with what your company already has.
The useful question is where your current process breaks: booking, approvals, disruption support, receipts or reimbursement.
Check these four resources first
Booking portal
Required channels, traveler profiles, preferred suppliers and approval limits.
Company benefits
Card lounge enrollment, negotiated rates, roaming and approved equipment.
Travel assistance
Who handles cancellations, after-hours changes and urgent traveler support.
Expense policy
Allowed costs, itemized receipts, personal extensions and submission deadlines.
A candidate for an integrated setup
Where Navan could fit
Consider Navan when your team needs booking, policy approvals, travel support and expenses in one place. Our assessment: it deserves a closer look for a small business with recurring trips and scattered booking or receipt workflows.
Employees join the company’s account and follow its policy. Check that its inventory, accounting integrations and support fit the routes your team actually uses.
Review Navan’s plansTravel plan: $0
for companies up to 300 employees
Expense is free for the first five monthly expensing users, then listed at $15 per user per month. Larger organizations receive a quote. Travel purchases still cost money.
Country check: booking, card and reimbursement capabilities vary by country and company setup. Confirm your legal entities and employee locations with Navan.
View country coverage · Checked October 28, 2026
SAP Concur
Company-administered travel and expense tools for businesses needing configurable reporting and integrations. Employees use the organization’s setup.
Price check: U.S. expense plans start at $7/report for Base and $11/report for Plus, with commitment-dependent pricing. Travel appears in the custom-priced Premium bundle.
Before choosing: International offerings vary by market and contract. Confirm the travel agency setup, implementation work, add-ons and local support.
Ramp
Combines company cards, expenses and travel booking. A candidate when finance wants travel within a broader spend-management system.
Price check: Free plan available. Plus lists $15/user/month plus a platform fee, with annual-billing discounts. Enterprise is quoted.
Before choosing: U.S. applications require an eligible registered entity, U.S. operations/address and at least $25,000 in a linked U.S. business bank account. Individuals and sole proprietors are excluded from that route.
Expensify
Individuals can use the free Submit workspace. Company travel requires an admin-enabled Collect or Control workspace.
Price check: Current U.S. Collect: $5 per unique member/month. Control pricing depends on subscription and qualifying card use; legacy workspaces can differ.
Before choosing: Travel is offered globally on Collect and Control. Banking, card and reimbursement availability vary. Free Submit excludes company approvals, payments and accounting integrations.
Official U.S. pricing checked October 28, 2026. These are different pricing models, not equivalent packages. Taxes, contract terms, implementation and add-ons may affect the total. Fit assessments are EpicLayover’s editorial judgment.
Booking your own work trips? Navan Edge is a separate option.
Navan Edge is designed for frequent travelers who book their own trips. Its official page lists free access, flight and hotel booking assistance, and human travel support. It is separate from company-wide travel and expense management. Check regional availability and your employer’s booking policy before using it.
A short evaluation checklist for your next demo
- Show one real trip with your preferred airline, hotel and approval policy.
- Ask who owns a booking change and what after-hours support costs.
- Verify traveler, legal-entity, card and reimbursement country eligibility separately.
- Test an itemized receipt, a personal add-on and a reimbursement in the required currency.
- Confirm guest booking, assistant access, accounting export and total annual cost.
04 A practical work-trip kit
Pack for the problem.
Start with what you own and what your employer supplies. A compact kit that works with your devices is more useful than a bag full of extras.
Compact USB-C charger
For a laptop and phone competing for one outlet.
Match your laptop’s required wattage and charging protocol. Check how power is shared when several ports are in use.
A suitable power bank
For a long gate wait with no usable socket.
Check the Wh label, laptop output and airline policy. Carry it in cabin baggage, protect terminals and remove it if your bag is gate-checked.
Destination plug adapter
For arriving with the right charger and the wrong plug.
Check the destination socket and your charger’s input voltage. A plug adapter changes the plug shape; it does not convert voltage.
Work-call headset
For speaking clearly in a noisy terminal.
Prioritize microphone performance and comfort. Check your meeting-app compatibility and carry a wired backup if useful.
Laptop privacy screen
For reducing casual side views in close seating.
Match the exact screen size and aspect ratio. A filter does not make a public space suitable for every confidential task.
Laptop hub & presentation cable
For a meeting room with unfamiliar connections.
Match the laptop port, display input and required resolution. Test your setup and keep the presentation available offline.
05 Before you go. Before you submit.
Keep the important details together.
Use these quick checks alongside your company policy. Ticks are for this page session; do not rely on them as a saved trip record.