20 Bay Street, Suite 1100, Toronto, ON M5J2N8

Stress-Free Business Travel: Preparing for Meetings on the Go

Business travel can be incredibly stressful, especially when it comes to attending meetings. Between juggling the logistics of flights, accommodations, and rental cars, you may find yourself in a new city without the time or resources to find the perfect meeting room. To make business travel easier and more efficient, it’s important to plan ahead and take the right steps to ensure a stress-free experience. In this blog post, we’ll explore how to prepare for meetings on the go and make the most of business travel.


Define your goals

Before embarking on a business trip, it is essential to clearly define your goals. What is the purpose of the trip? What are you hoping to achieve from the meetings or conferences you’ll be attending? Take the time to identify your main priorities and desired outcomes. This will not only help you stay focused and productive during your trip, but it will also guide your decisions on how to prepare.

One key consideration when defining your goals is catering. Are you meeting with potential clients or partners? If so, consider what type of catering will be available at the meeting. If you are aware of any dietary restrictions or preferences, communicate these ahead of time to ensure everyone’s needs are accommodated. This can be especially important if you will be hosting the meeting yourself.

Defining your goals also involves considering logistics. Do you need to book transportation, accommodation, or meeting rooms? What time do you need to arrive at your destination to allow for preparation and rest? Having a clear idea of what needs to be done will help you plan effectively and minimize any last-minute stress or oversights.


Do your research

Before you hit the road, make sure to do some research on the location of your business meeting and the surrounding area. Knowing the area where the meeting will take place can be incredibly helpful in preparing for the big day.

Start by checking out the location of the meeting and the venue itself. Are there any amenities available, such as catering or Wi-Fi access? Will you need to bring any supplies or equipment with you? Knowing these details can help you prepare and make the most of your time at the meeting.

You may also want to research the area surrounding the meeting location. Are there any good restaurants or cafes nearby where you can grab a bite to eat before or after the meeting? What about transportation options, such as taxis or public transit? Having this information ahead of time can save you time and stress on the day of the meeting.

By taking the time to research the location and surrounding area of your business meeting, you’ll be better prepared and can focus on the task at hand – making a great impression and achieving your goals.


Create an agenda

Creating an agenda for a business meeting is an essential step to stay organized, focused and to ensure that the meeting is productive. Before you create an agenda, make sure that you have all the necessary information and understand the purpose of the meeting. It’s important to clarify what outcomes you hope to achieve during the meeting and identify the topics that need to be discussed.

When creating an agenda, make sure that you allocate enough time for each item. This will help you stay on schedule and avoid wasting time. Be sure to also include breaks if the meeting is expected to last for a long time.

In addition, be sure to share the agenda with all attendees before the meeting. This will give them an idea of what to expect and prepare any questions or suggestions they might have. It’s also important to encourage them to share their own ideas or concerns in advance.

Creating an agenda helps to ensure that the meeting is productive, focused, and on schedule. It also helps attendees prepare adequately, leading to better engagement and participation during the meeting. Don’t skip this crucial step while traveling for a business meeting, it will save you a lot of stress in the long run.


Pack accordingly

When packing for a business meeting on the go, it’s essential to pack smart. First, make a list of all the necessary items you’ll need for the meeting, such as business cards, presentation materials, and your laptop or tablet. Then, select the appropriate attire that fits the tone of the meeting. It’s always better to overdress than underdress for a business meeting, so pack an extra outfit or two, just in case.

Make sure to pack all your electronic devices and their chargers, along with any necessary cables and adapters. If you’re traveling internationally, don’t forget to pack a converter, so you can plug your devices into foreign outlets.

It’s also important to pack some essential personal items, such as toiletries, medication, and snacks. 


Arrive early

One of the most important tips for preparing for a business meeting while traveling is to arrive early. By giving yourself plenty of time to get to your meeting location, you can reduce stress and ensure that you have a chance to settle in and get a sense of your surroundings.

If you’re not familiar with the area where your meeting is taking place, it’s a good idea to do some research in advance. Look up directions, parking options, and nearby restaurants or coffee shops where you can grab a quick bite before your meeting.

Arriving early also gives you time to check your equipment and make sure everything is in working order. Whether you’re using a laptop, projector, or other technology, taking a few minutes to double-check that everything is set up and functioning properly can save you a lot of headaches during the meeting itself.

Overall, arriving early is a simple but effective way to ensure that you’re fully prepared and ready to go for your business meeting. By taking the time to get organized and comfortable in your surroundings, you can feel confident and focused when it’s time to make your presentation or discuss important business matters.



Preparing for a business meeting while traveling can be a stressful experience, but it doesn’t have to be. By following the steps outlined in this blog post, you can stay organized and prepared, and ensure a successful meeting no matter where you are. The Rostie Group can take the stress out of business travel by handling all the arrangements for your meetings, from catering to meeting room setups.

With the right preparation and support, you can focus on what matters most – growing your business.