Hotels
Before booking, ask the traveler if there are any per diem limits or government contract travel requirements.
When selecting a hotel:
Book directly through the hotel, not third-party sites (e.g., Orbitz, Travelocity).
Review ratings and provide the traveler with 2–3 options, when possible.
Prioritize hotels that are close to the meeting location or city center to minimize transportation costs.
Confirm whether the hotel offers:
Complimentary breakfast
Airport shuttle service
Advise the traveler that they must submit the final hotel folio to Accounts Payable after checkout.
If payment at check-in is required, confirm the hotel's payment policy in advance. If needed, arrange a credit card authorization form.
Airbnb
Toole Design has a company Airbnb account that Admin staff can use to book on behalf of employees.
Travelers must have their own Airbnb account and be added as a traveler to receive reservation updates.
Employees should not book through the company Airbnb account themselves.
Airbnb can be a cost-effective option, especially for longer stays or trips where a kitchen is beneficial.
Review ratings carefully and provide the traveler with multiple options before booking.
Confirm that Airbnb is an appropriate choice, particularly for solo travelers or late-night arrivals.
Receipt & Contact Information
When booking lodging:
Use the traveler's phone number and the Admin Team's email address on the reservation.
This ensures the traveler receives property updates while the Admin Team receives booking confirmations and final receipts.
If the final hotel folio differs from the original booking receipt, submit the updated receipt to Accounts Payable after the stay.