So you have time to squeeze a layover meeting into your trip? In theory, it’s pretty simple to do. You head to your meeting between your transport arrivals and departure times and then head back to where you need to be before you have to leave again. No overnight trips, no separate visits. Job done.
However, getting your layover meeting right so nothing goes awry takes a bit of preparation and careful planning. Let’s take a look.
Confirm Meeting Logistics Beforehand
A standard point but one worth making again. You need to confirm all the details pertinent to the meeting, including the exact location, any parking or parking restrictions (including whether you need to pay for parking, if applicable), contact details, and expected duration. You can make them aware of your required departure time so they know ahead of time that you’ll need to cut it short if it runs over.
Then, from here, you need to check these details against realistic travel times from the airport or train stations, etc., and include things like immigration, security, any transfer times you need, and admin activities like handing back rental keys, etc.
Make a quick call on the day to double-check details and make sure nothing has changed in the meantime that will disrupt your plans. This gives you a chance to make any adjustments as required.
The trick here is to only book meetings that can genuinely be handled within the timeframe you have. If it has the potential to turn into a longer meeting, it’s worth rescheduling.
Pack Light
You need to be a pro at packing light anyway, but a single bag you can carry onto your transport options without needing to check it into a hold is essential to cut down on wasted time when you have a strict turnaround.
Pack only what you need or only keep what you need, such as your laptop chargers, a change of shirt if needed, and any physical documents. That’s all you need really. Anything beyond this adds weight and will slow you down. The last thing you want is to be hauling a suitcase across town when you’re in a rush. Alternatively, you should check a large suitcase beforehand if you’re getting a connecting flight so you know it’s on board and it’s one less thing to take care of when you get back.
Store Your Luggage
If the above point isn’t an option for you and you don’t relish the thought of dragging your luggage into a meeting with you, then check out convenient storage locations close to your point of departure.
If your layovers are routed through London, then options like cheap left luggage Victoria London mean you can drop your bags securely near a central station for you to collect when you’re headed back to catch your connecting transportation.
It’s worth looking for the most convenient options close by to where you will be moving around your destination, as not all options will have the same features and flexibility.
Researching ahead of arriving means you can know what is expected of you, i.e., collection times or closing time and late fees, before you’re hit with any of them and they disrupt your plans.
Plan Your Route in Advance
Map out your exact route from the airport or train station to the meeting location before travelling rather than figuring it out on arrival. Factor in the time of day since rush hour traffic or poor public transport can add significant delays to a journey that looks quick on paper.
Have a backup route or transport option in mind so if your original choices fall through, you know how to get to where you need to be with ease, so you’re not rushed or stressed. It’s also a good idea to download offline maps too, especially if you’re driving, as this protects you against patchy mobile signals in unfamiliar transit systems or locations to avoid this being a problem.
Build Buffer Time
When you’re planning your meeting times around your arrival and departure times, don’t forget to leave a buffer. Immigration queues, security lines and city transport don’t always run exactly on schedule, and a number of factors can throw a spanner in the works and disrupt your carefully laid plans.
If you have time around the meeting to give you creating space at each end, then you won’t be worried about rushing through the steps, and you’re less likely to miss a connecting flight, etc.
Have Backup Wi-Fi and Charging
The last thing you should be doing is relying on a venue or location’s wifi or charging capabilities. This is a massive risk for anyone, but especially those on a layover meeting with limited time and resources.
A mobile hotspot or personal data that covers all your locations is the ideal fix here, as this will enable you to stay connected wherever you are.
From here, you need a portable charger that is capable of charging your devices if required. A long day of replying to emails and navigation, making calls, etc can drain your battery faster than a normal working day. Check your battery capacity for your phone and make sure your portable charger can handle at least one full charge until you get back to a main charger to top up.
Know Your Options If the Layover Runs Long
With all the best will in the world, not all plans run exactly to the letter no matter how well you plan things. And while implementing all of these tips can help you out, they don’t account for the unexpected happening.
Check whether the airline or connecting flight has any flexibility built in and what happens if you miss your flight. This means you need to find out the next available options and pricing. This way, if your meeting runs long or you get stuck in traffic, you can make plans on the go to limit the disruption.
Talk to your office and make contingency plans for things going awry, such as needing to book overnight accommodation or what your limits are for rebooking transportation, etc so you know in advance what your options will be should things need to change at the last minute.