Business Travel Agents Tips: A Corporate Travellers’ New York Airports Guide

New York City is one of the most popular key travel destinations for corporate travellers worldwide. The city is the center of much that’s great, dynamic and profitable in America. It is home of one of the world’s principal financial centres (i.e. anchored by Wall Street), and a popular business hub for the publishing and entertainment industry at the same time. So, it’s no surprise it features three airports, Newark Liberty International Airport (EWR), LaGuardia Airport (LGA) and J. F. Kennedy International Airport (JFK). As a frequent corporate traveller you probably may have flown to one of the three New York airports at some point or another. With JFK being a major international gateway to the US, this city guide aims to provide some helpful travel agents tips for corporate travellers flying to or from JFK Airport.

New York JFK Facts & Figures

Located about 25km away from Manhattan in Queens, JFK Airport is the largest airport in the state of New York and one of the busiest business travel hubs (over 50 million travellers/year) in the US and internationally. It has six operating terminals (numbered 1, 2, 4, 5, 7, 8; terminal 6 was demolished in 2011, Terminal 3 in 2013). Currently, the 4th runway is under redevelopment to comply with the needs of Group VI aircraft (until December 2015 as planned so far), which may cause delays, but measures are in place to minimise them, so you shouldn’t be too much affected. With more than 90 airlines arriving and departing from JFK, various business travel solutions for flights to New York can be arranged. Points of origin and destinations include places within the US, Canada, Latin America, Europe, Africa, Asia and Pacific, Australia/New Zealand, basically all over the world. The airport offers corporate travellers a choice of non-stop flights to about 100 international destinations which may prove convenient for your next business trip. However, JFK is very susceptible to weather-related delays due to its position. Corporate travellers are well advised to consider and prepare for possible thunderstorms in summer, causing delays across the US, as well as snow, icing and assorted slush throughout the winter season. For the months between June and November the risk of potential hurricanes is increased.

In general, our business travel agents team advise leisure and corporate travellers to allow plenty of time for getting to and from JFK. Serious traffic incidents on the way between the city and the airport left many wondering whether they’ would be able to make it in time or miss their flight. Furthermore, don’t forget that this is America. Therefore, bear in mind that the TSA rules supreme over security checkpoints. So, take a deep breath and take maybe a book with you or something else to keep you busy. Make sure you arrive early.

Useful JFK terminal facilities for corporate travellers

In most public areas within most terminals, corporate travellers will conveniently find that Wi-Fi is available for free for up to 30min. You can get online near the ticket counters, boarding gates, designated work stations and food courts. The Wi-Fi access is provided by Boingo Wireless Company. If you need to use the internet for longer than 30mins., consider the following options: 1) $4.95 (£3.01, €3.77) per hour (pay as you go), 2) $7.95 (£4.83,€6.05) for unlimited access throughout a 24-hour period (day pass), 3) $9.95 (£6.04,€7.58) per month (unlimited access via a monthly subscription, to be used worldwide), or 4) if you already have a user account, simply log in using your user name and password. ATMs, currency exchange options (Lenlyn or Travelex), a rental phone shop, and more than 100 shops alongside various dining options are available at the terminals.

Ground transportation services from JFK Airport to New York City

The most convenient, stress-free way for travel from and to JFK Airport is to take the AirTrain. It is a cost efficient and helps you make sure you arrive at the airport in time, whilst avoiding possible traffic jams. You can access AirTrain services via the New York City subway system, which is also connected to the Long Island Railroad (LIRR). The journey from/to the city takes just over an hour. AirTrain is operated 24 hours on 365 days a year. Within the airport area, it connects terminals and also enables you to easily access car rental services, hotel shuttle areas and parking lots. At peak times the trains depart every 7 minutes and at off-peak times they go every 15 minutes. However, be clever in choosing your business travel route, as various routes make different stops within the airport. Good news for corporate travellers is that travel within the airport is usually free of charge. However, travel outside the airport is subject to a fee. AirTrain prices generally start from $5 (£3.04, €3.81). For more details on ticket prices are provided on the JFK Airport website under costs and tickets. If you travel via New York’s public transport network, then it is a good idea to use MetroCard, which is widely accepted and is worth to purchase for travel via subway, local trains, or buses. You can find vending machines for buying a MetroCard at Howard Beach and Jamaica Station. A good alternative for corporate travellers would be to take a taxi (for up to 4 passengers). Simply wait in the cab line for a licensed and insured cab to take you to your destination (about $52, i.e. about £31.58, €39.59, flat rate between JFK and Manhattan, excluding tips and tolls). The time for this trip should be about an hour. However, it can take much longer during rush hour.

Shared-ride shuttle services are a cheaper option than taxis, but can involve a lot of waiting and being driven around New York City to drop other people off first. You can find a full list of providers on the airport authority’s website. But remember to tip appropriately, as tipping (around 20% of transfer cost) is quite common and keep in mind that bridge/tunnel tolls are not included in the shared-ride shuttle services fares. Another option is to ask your business travel company to arrange a shuttle service for your trip from and to John F. Kennedy International Airport as prices can vary greatly depending on location and number of passengers. In this way you can ensure that you are travelling with a reliable supplier.

An express bus service is also available for a nominal fee from Penn Station (reachable e.g. by AirTrain or taxi). The service operates from early morning to late night, with buses running at least every half hour.

The airport is also home to several car rental agencies. Leisure and corporate travellers can choose between a number of car major rental companies including Advantage, Thrifty, Dollar, Enterprise, Budget, Hertz, National and Avis.

So, which mode of transport should corporate travellers choose for a trip from JFK to Newark and LaGuardia airports? Usually the best way to get to Newark Airport from JFK Airport is to simply take the AirTrain. However, if you need to travel to LaGuardia during your business trip, it we recommend to take advantage of a convenient shuttle bus service, using the free Route A (running every 10-15 minutes from 4:00am to 11:30pm) or Route B (running every 10-15 minutes from 6:00am to 2:00am). In any case, more details, also for connections to other airports, are available on the JFK Airport Connections page.

Hotels near JFK Airport

Hotel booking services for corporate travellers flying to New York JFK AirportAlthough there are no operating hotels at JFK Airport at the moment, New York provides corporate travellers a huge choice (from budget accommodation to luxury suites) of hotels and motels, which are conveniently located nearby the airport. Most hotel accommodations nearby offer shuttle services. Alternatively you can take the AirTrain to the Federal Circle station and follow the “Courtesy Hotel Shuttles” signs. There are telephone services for the hotel courtesy shuttles located at the AirTrain Federal Circle Station and in the arrival areas of the airport terminals ($5, i.e. about £3.04, €3.81, Service Charge for making reservations). The range of motels and hotels include the Hilton*, the Courtyard* by Marriott, Hampton Inn*, Sheraton*, Hilton Garden, Comfort Inn, Holiday Inn Express, Fairfield Inn* by Marriott, Days Inn, Best Western and Howards Johnson. The ones marked by an * are also offering conference and meeting rooms for corporate events.

© Copyright Flightline Travel Management Ltd. All rights reserved. All prices correct at time of publication.

In part two of our New York City Airport guide we’ll provide you with some business travel agents insider tips on Newark Liberty International Airport (EWR) and LaGuardia Airport (LGA).

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The Fundamentals Of Planning Your Business Travel Like An Expert

ENSURE YOU HAVE A CLEAR-CUT TRAVEL POLICY SET UP
A well-defined travel policy is an important (and cost-effective) manner of effective travel management. A specified travel policy should outline clearly stipulated guidelines for all employees with regards to responsibilities and while traveling; travel arrangements and travel expenses.

There are a numerous factors to consider when compiling a travel policy for your company.

Although cost-effectiveness is an important requirement, it is vital that you don’t jeopardies the safety and quality of travel service, as well as compromise on travelling employees’ travel needs. Offer a small variety of options that allow employees to select one that suits them the best. You can avoid unnecessary compromise even further by letting employees offer their thoughts and/ opinions during the decision-making process.

Always ensure that you always have your employees’ up-to-date contact details on hand, in case of emergencies.

Responsibility regarding expenses – personal, business, leisure etc. – must always be clearly and precisely set out.

GET A GRIP ON TRAVEL TECH
Travel planning has undoubtedly been revolutionised by the rise of online booking apps. The trouble with the increase in availability of such tools is choosing which one to use for your business travel planning.

A great option is to have a ‘personalised’ online booking tool that has been custom made according to you business’ particular travel policies and needs. Although having your own travel tech has its advantages – such as being able to increase efficiency with built in approval processes and managing your travel at any time – there are a few disadvantages that should be noted. The initial designing and assembly, as well as the continued administration, of a custom online booking tool can be rather steep. Another drawback is that all the research necessary will be your responsibility. It begs the question whether the convenience is worth the required effort and cost.

A terrific option is to make use of a travel management company (TMC). Working with a TMC means acquire an experienced travel management asset that is a devoted travel manager. A travel manager can assist you in making the best travel decisions, based on your unique business requirements. Further benefits include help with a multitude of other details, such as VISA applications; arranging ground transport; arranging Forex and taking care of travel emergencies.

The smart choice would be to use a combination of the two. The advantages of TMCs are clear and they often have an online booking tool that companies can use. This way you get best of both – the convenience and control of managing your travel bookings yourself, as well as the individual support and assistance with more complicated and/ or time-consuming processes.

ENSURE TRAVELLING EMPLOYEES’ SAFETY
Although business travel is an essential and probable part of most businesses, is doesn’t come without risks. A company has a duty of care to its employees. This means it has a legal (and moral) obligation to elude risk of injury to an employee during a business trip, as much as possible. The onus is on you (the travel planner) to ensure that all the proper safety plans and measures are in place. This means assigning sufficient travel insurance, which includes medical cover, lost luggage, flight cancellations, as well as natural disasters and terrorism and everything in between.

Employees must be informed of the associated risks of their destinations, before travelling, and need to be informed of the course of action to follow in case there is a travel emergency.

It is vital to always know where your companies travelling employees without exception. There is a multitude of apps and online tools that you can use to help keep track of and stay in touch with your travellers.

PRE-BOOK TO SAVE
You can save more when you plan ahead when it comes to making travel arrangements. Research has proven that business travellers who only book their flights a day beforehand – can end up paying as much as 200% more for their flights.

In contrast – airfares are generally the cheapest from three weeks and more before the departure date. Employing an advanced purchase strategy, you can reduce or moderate the influence of price fluctuations on your company’s travel budget. Although it’s not always possible to book so far in advance as meetings and schedules are sometimes changed at the last minute), it is definitely worth the effort in the long term.

APPOINT THE MOST QUALIFIED PERSON
Travel planning is not an easy task – it’s far more than just coordinating itineraries. The responsibilities of a travel manager range from bookings, policy management, budget approvals, reporting and handling travel emergencies. Then there’s the time-consuming task of finding the most affordable flights, ground transport, accommodation etc.

Managing your company’s travel plans yourself has some advantages, such as great understanding of the needs and schedules of your travellers. However, employing an experienced and well-equipp

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