"Dinner Deals & Culture Clues: Etiquette Hacks You Didn't Know You Needed"

When traveling for business, entrepreneurs frequently find themselves decoding unfamiliar dining customs, some more aware than others. It's easy to overlook dinner etiquette while focusing on pitches and presentations, but grasping this aspect can enormously impact your relationships.

Whether you’re meeting business partners in Panama or attending events in London, understanding appropriate etiquette makes every interaction smoother, more respectful, and ultimately more successful.

Even here in the United States, the etiquette on the East Coast differs from the West Coast. Many in the South see trust building with mutual small talk differently than many in the North see it in comparison to the weight of time management. Most importantly, the wisdom of understanding beyond our own comforts and the discernment of care that some think has no place in business… far from the truth.

Here’s beneficial advice from seasoned business travelers to help you navigate your next business dinner seamlessly, globally.

Keep Your Phone on "Do Not Disturb"

We’ve all been tempted by our phones for no reason at all, let alone during meals. Yet, resisting this urge speaks volumes about your discipline, ability to focus, professionalism, and respect for those around you. It may sound outdated, but think about it… what comes to your mind when observing someone who is challenged with active listening? Does it make you feel like sharing more than you planned or less? Does it make you think the person won’t remember the discussion thoroughly, let alone enough to grasp the significance of what is being said?

Soubhik Chakrabarti, CEO of Canada Hustle, emphasizes the importance of this simple act:

"Don't pick up your phone during dinner. Keep it in DND mode. I do this all the time. It shows respect to everyone at the table and helps me stay fully present in the conversation, especially in new cultural environments.

During business dinners in new cities, I've noticed that local customs value undivided attention during meals. For example, when I was in Tokyo, I saw colleagues and local partners not having their phones out. This created an atmosphere of mutual respect and allowed conversations to flow more naturally. It was clear that being present was just as important as discussing business.

Keeping my phone on DND means I don't have to resist the temptation to check notifications and distractions. This habit helps me pick up on subtle cultural cues and engage more thoughtfully with my dinner companions. I once had a dinner where a partner was distracted by his phone, and there was an awkward silence. After that, I made it a point to always disconnect, which, in turn, helped build better relationships over time."

— Soubhik Chakrabarti, CEO, Canada Hustle

Prioritize Cultural Awareness

Being culturally aware is more than just a nice gesture—it's a necessity. Every successful international entrepreneur knows that cultural understanding can make or break a business relationship. This doesn’t mean to pretend to be someone else, it means to grow beyond yourself.

Michael Kazula highlights the strategic importance of this awareness:

"It's essential to prioritize cultural awareness during business dinners and social events, especially in unfamiliar settings. Understanding local customs and etiquette enhances rapport and fosters trust, which is crucial for successful partnerships. Researching dining and social norms specific to the region helps navigate these interactions effectively, ultimately supporting your affiliate marketing objectives."

-Michael Kazula, Director of Marketing, Olavivo

Follow Your Host’s Lead

Feeling uncertain about etiquette is completely natural, especially when facing an array of unfamiliar utensils or complex dining rituals. Understandably, nobody wants to cross the line of cultural appropriation.

Travel advisor and experienced editor Ingeborg Von Aulock shares valuable insights on letting your host guide you:

"Take your cues from your host or the highest-ranking person at the event. Especially when you're not sure about local customs or expectations, letting your host 'lead the dance' is a sign of respect that will rarely steer you wrong. Pay attention to how they order, which utensils they use, the topics they discuss or avoid, and even how they signal the end of the meal.

I remember attending a formal dinner in Tokyo where I was initially a bit daunted by the array of utensils and unsure about the protocol for the multicourse kaiseki menu. But by appreciating the artistry of each dish as it was presented, following my Japanese colleagues' lead, and engaging in lively conversation, I ended up thoroughly enjoying this immersive business dining experience."

— Ingeborg Von Aulock, Travel Advisor & Editor in Chief, Outdoorsy

Observe Before Participating

Finally, don’t rush to participate immediately or appear pridefully confident, which often translates quite the opposite. Observing first allows you to avoid unintentional mistakes and shows that you value and respect your hosts' culture. It shows your ability to observe the things said when words are not in use. Mike Khorev offers practical advice on how to gracefully navigate unfamiliar dining situations:

"One of the best pieces of advice I can give for business dinners or social events in unfamiliar cultural settings is to prioritize active observation before participation. Pay close attention to how others interact, how they order food, or even how they exchange business cards—it can reveal a lot about unspoken etiquette. A simple but powerful tip: when in doubt, mirror the level of formality and respect shown by your host or key attendees."

-Mike Khorev, Managing Director, Nine Peaks Media

Maturing in business etiquette isn’t merely about avoiding faux pas; it’s about creating lasting impressions and fostering strong global business relationships. By following the advice of these seasoned travelers—keeping your phone away, prioritizing cultural understanding, taking cues from your host, and carefully observing before jumping in—you'll confidently handle your next business dinner, turning these meals into meaningful opportunities for professional growth.

Most importantly, you are building yourself for the marathon and not a “one-hit wonder” with no substance. The goal is not to be the perfect etiquette robot, it is the grace to be an authentic person with the gift of connecting with others beyond cultural lines with mutual cultural understanding.

Recession Business Travel Planning: Consumer Platforms Vs. Exclusive Business Sites

As a business owner or decision-maker, you may have wondered whether to stick with popular consumer travel sites or switch to specialized business travel platforms. While consumer sites offer flexibility and a wide range of options, business travel sites, particularly those powered by AI, provide tailored solutions designed to meet the unique needs of corporate travelers. Let's explore why switching to a business travel booking site might be the best decision for your company.

• Streamline Travel with AI Management

• AI Tools for Efficient Business Travel

• Consumer Sites for Flexible Options

• Exclusive Sites Offer Business Perks

• AI-Powered Tools Save Time and Money

• AI for Personalized Business Travel Solutions

Streamline Travel with AI Management

“In my experience, incorporating AI into business travel through travel-management software has significantly streamlined the booking and management processes. These AI-powered tools can optimize travel itineraries based on personal preferences and corporate policies, predict travel costs, and even adjust bookings in response to unforeseen changes, such as flight delays or cancellations. This level of automation and adaptability is crucial for efficiently managing business travel, which can often be complex and subject to frequent changes.

Regarding the preference between booking business travel via consumer sites versus exclusive business travel platforms, I generally lean towards using platforms specifically designed for business. These exclusive business sites typically offer features that are particularly advantageous for corporate travel, such as centralized billing, detailed reporting for expense management, and negotiated rates with airlines and hotels that are not available through consumer sites. These features not only provide cost savings but also enhance policy compliance and provide a more consolidated view of travel expenses and behaviors.”

Shambhu Kadel, Founder, KBA Global

Business travel often involves complex itineraries, multiple bookings, and the need to accommodate sudden changes. Sometimes it is less complex like planning a business conference for yourself. AI-powered business travel platforms are designed to manage these complexities efficiently. Unlike consumer travel sites, which are built for individual leisure travelers, business platforms integrate advanced AI tools that streamline the entire travel process. From booking flights and hotels to managing itineraries and tracking expenses, AI takes the hassle out of business travel, allowing you to focus on what truly matters—growing your business.

Take control of your travel logistics, reduce costs, and ensure your employees enjoy the best travel options available. Sign up with your business email today and book your next trip.

AI Tools for Efficient Business Travel

“We've found that AI-powered travel management tools are incredibly effective in organizing our travel plans. These tools not only provide tailored travel options and automate booking processes but also ensure compliance with company travel policies. The integration of AI has made our travel arrangements more efficient and cost-effective.

When deciding between consumer and exclusive business travel sites, I lean towards the latter. Business travel sites are designed with the business traveler in mind, offering features like detailed reporting, travel policy integration, and dedicated support services. These features are crucial for maintaining smooth and efficient travel experiences for our team. While consumer sites might offer a wider range of options, the focused services and reliability of business travel platforms ensure that our specific needs are met, making them my preferred choice for booking business travel.”

Jon Morgan, CEO, Venture Smarter

One of the significant advantages of business travel platforms is the integration of AI tools that cater specifically to corporate needs. These tools can analyze past travel patterns, preferences, and company policies to provide personalized recommendations that save time and money. For instance, AI can suggest the most cost-effective flights, recommend hotels that align with your company’s travel policy, and even predict potential delays to help you plan better. This level of efficiency is something consumer travel sites simply cannot match.

Free Business Travel Solutions!

Consumer Sites for Flexible Options

“Travel management software tools that use AI can make things a lot easier, automating everything from booking to expense tracking. For example, AI can suggest flights and hotels based on my preferences, which saves time. It's a handy tool for anyone with a busy schedule.

Despite these benefits, I still prefer booking my business travel through consumer websites. These sites often offer more flexibility and a wider range of options, and they tend to have better deals, too. I like comparing prices and choosing what's best for me without being limited to what's available on exclusive business sites.

If you're booking business travel, I advise exploring both consumer and business travel sites. Consumer sites can give you more bang for your buck. Just make sure to read reviews and do a bit of research to avoid any potential issues.”

Jared Stern, Managing Member, Uplift Legal Funding

While business travel platforms offer many advantages, consumer travel sites do have their place. They are ideal for businesses that require maximum flexibility, especially for companies with unpredictable schedules or those that need to book last minute. Consumer sites typically offer a broad range of options, including budget-friendly choices that might not be available on business-focused platforms. However, this flexibility often comes at the cost of losing out on the tailored features and perks that business sites offer.

Exclusive Sites Offer Business Perks

“I haven't personally utilized AI in business travel through any travel-management software tools yet, but I'm intrigued by the potential for AI to streamline bookings and personalize recommendations based on my preferences. When booking business travel, I generally prefer exclusive business sites. These platforms often offer perks like dedicated customer support, flexible cancellation policies, and access to negotiated corporate rates, which can be quite advantageous.”

Brandon Leibowitz, Owner, SEO Optimizers

When it comes to perks, business travel sites have a clear edge. These platforms often partner with airlines, hotels, and car rental services to offer exclusive deals and benefits that are not available on consumer sites. These perks might include free upgrades, priority boarding, access to airport lounges, and even discounts on bulk bookings. For companies that frequently travel, these benefits can translate into significant savings and a better overall travel experience for your employees.

AI-Powered Tools Save Time and Money

“As an entrepreneur, I prefer AI-powered business travel tools. They streamline booking, ensure policy compliance, and integrate expense reporting. For example, Deem handles complex multi-city trips efficiently, securing major savings—they recently booked me across Asia, saving over $1,500 compared to consumer sites. 

AI adapts to my preferences and routines, recommending ideal itineraries in minutes. It tracks my loyalty programs, preferred seats, and budgets to optimize every trip. I spend less time managing logistics and more time being productive. 

My company has cut booking time by 50% and travel costs by 30% with AI travel management. For high-volume travel, the ROI is huge. While consumer sites work for leisure, for frequent business travel, AI solutions are invaluable. They understand corporate needs and the challenges of life on the road.

I still use some consumer sites for simple trips but rely on AI for more complex business itineraries. The savings and streamlining are unparalleled, especially as companies scale and travel volume grows. For any business traveler or company, AI-based travel management is a must.”

Will Mitchell, Founder, StartupBros

Time is money, especially in business. AI-powered business travel platforms are designed to optimize both. They can even pivot planning “workcations”, your mix of ending a business trip with vacation time. By automating the booking process, managing expenses, and providing real-time updates, these platforms reduce the time spent on travel management. Moreover, AI’s ability to analyze large datasets means it can identify the most cost-effective options, helping your company save money on travel without compromising on quality or convenience. This dual benefit of saving time and money is a compelling reason to consider making the switch.

AI for Personalized Business Travel Solutions

“I have utilized AI in business travel through travel management software tools like TripActions. These tools use AI to provide personalized travel recommendations, streamline booking processes, and optimize travel itineraries based on user preferences and past behavior. I prefer booking business travel via exclusive business sites because they offer tailored solutions for corporate needs, including better support for travel policies, expense management, and access to negotiated rates. These features ensure a more efficient, compliant, and cost-effective travel experience compared to consumer sites.”

Slavko Kovacevic, Head of SEO, Health Link SEO

One of the most significant advantages of AI in business travel platforms is its ability to offer personalized solutions. Whether it's suggesting travel options that align with your company’s budget or providing itineraries that maximize productivity, AI can tailor travel plans to meet the specific needs of your business. This level of personalization ensures that every trip is optimized for efficiency and cost-effectiveness, which is something consumer travel sites, with their one-size-fits-all approach, cannot provide.

Transform Your Business Travel with AI-Powered Solutions

Business travel can be challenging, but choosing the right tools can make all the difference. While consumer travel sites offer flexibility and a wide range of options, they often fall short when it comes to meeting the specific needs of corporate travelers. AI-powered business travel platforms, like Navan, are designed to streamline your travel management, offering personalized solutions that save both time and money. From exclusive perks to efficient, tailored itineraries, these platforms provide the strategic advantages your business needs to thrive.

Don’t settle for the limitations of consumer sites when you can elevate your business travel experience. Take control of your travel logistics, reduce costs, and ensure your employees enjoy the best travel options available.

Sign up with your business email today and book your next trip with Navan. Experience the future of business travel—efficient, personalized, and powered by AI.

“Maximize Tax Savings: Deductible Business Travel Expenses You Must Know”

What Parts of Business Travel Are Tax-Deductible?

Business travel can be an essential aspect of running and growing your enterprise, but it also comes with its fair share of expenses. The good news is, that many of these expenses can be tax-deductible, potentially saving you significant money. For example, let us say you have your side business while working your w2 employee job, when utilizing tax deductions it may increase your refund/taxes owed. Another view for example if you are a full-time entrepreneur, your taxes due can be lowered. Let’s not forget the maximum savings for solopreneurs… a Solo401k!

This article will help you understand which parts of your business travel are tax-deductible, how to document your expenses properly, and how to utilize digital tools for managing documentation, receipts, and deductions.

Overview of Tax-Deductible Expenses

When you travel for business purposes, several types of expenses can qualify for tax deductions. These deductions can help reduce your overall taxable income, leading to lower tax bills. Here's a broad overview of the categories of expenses you can usually deduct:

Transportation Costs

Deduction Percentage: 100% (if solely for business purposes)

Examples:

• Airfare: Your flight ticket to a business conference or meeting with a client.

• Train and Bus Fares: Costs incurred traveling by train or bus to a business destination.

• Car Rentals: Renting a car for travel from the airport to your business meetings or for use during your stay.

• Personal Vehicle Use: When you use your own car for business travel, you can deduct the actual expenses or use the standard mileage rate set by the IRS.

  • This rate takes into account various costs of operating a vehicle, such as gas, oil, depreciation, and maintenance.

  • Multiply the total business miles by the standard IRS current mileage rate per mile.

• Rideshare Services: Uber or Lyft rides to and from the airport, hotels, and business meetings.

Lodging

Deduction Percentage: 100% (for necessary business nights)

Examples:

• Hotel Stays: Your hotel room costs for each night you are required to be away from home for business.

• Short-Term Rentals: Airbnb or similar short-term rental expenses when traveling for business.

• Extended Stay Accommodations: If your business travel requires a longer stay, extended stay hotels or corporate housing are deductible as long as they are necessary for your business.

Meals

Deduction Percentage: 50% (for meals related to business travel)

Examples:

• Business Meals: Lunch or dinner with a client or potential business partner.

• Daily Meals: Breakfast, lunch, and dinner while on a business trip.

• Room Service: Meals ordered to your hotel room during business travel.

• Gratuities: Tips paid for meal service.

Incidentals

Deduction Percentage: 100%

Examples:

• Tips: Tips given to hotel staff, taxi drivers, or service personnel during your business trip.

• Laundry and Dry Cleaning: Costs for cleaning clothes during a business trip.

• Baggage Fees: Airline fees for checked baggage necessary for your business travel.

Miscellaneous

Deduction Percentage: 100%

Examples:

• Conference Fees: Registration fees for attending business-related conferences, seminars, or workshops.

• Business Calls: Telephone and internet charges incurred during business travel.

• Wi-Fi Charges: Fees for internet access at hotels or other business locations.

• Work Supplies: Purchase of office supplies needed for business purposes while traveling.

Understanding what qualifies and what doesn't can make a significant difference in maximizing your deductions.

Specifics on What Qualifies and What Doesn’t

Transportation Costs

Qualifies:

• Flights, train tickets, and bus fares to and from your business destination.

• Car rental fees and gas expenses for a rental car.

• Mileage for using your personal vehicle for business travel (at the standard IRS mileage rate).

Doesn’t Qualify:

• Costs for family members traveling with you, unless they are also employees and the travel is for business purposes.

• Expenses related to personal detours or vacation extensions during your business trip.

Lodging

Qualifies:

• Hotel room costs for the nights you are away on business.

• Lodging expenses for the day before and after your business activities, if necessary.

Doesn’t Qualify:

• Luxury accommodations that are not reasonable and necessary for your business travel.

• Personal use of lodging, such as a longer stay beyond the business days.

Meals

Qualifies:

• 50% of meal costs during your business trip.

• Meals provided at business meetings or conferences.

Doesn’t Qualify:

• Lavish or extravagant meals.

• Meals for family members or friends not related to the business purpose.

Incidentals

Qualifies:

• Tips for service providers, such as bellhops or maids.

• Laundry and dry cleaning services during your trip.

Doesn’t Qualify:

• Personal items or services not related to business.

Miscellaneous

Qualifies:

• Registration fees for conferences or seminars.

• Business-related phone calls and internet charges.

Doesn’t Qualify:

• Entertainment expenses, such as tickets to shows or sports events.

How to Document Expenses for Tax Purposes

Proper documentation is crucial for claiming tax deductions on your business travel expenses.

Here are some tips to help you keep accurate records:

1. Keep Receipts: Save all receipts for transportation, lodging, meals, and other expenses. If a receipt isn't available, make a note of the expense details.

2. Use a Travel Log: Maintain a travel log that includes the dates of travel, business purpose, and locations visited.

3. Separate Business and Personal Expenses: Clearly distinguish between business and personal expenses to avoid complications.

4. Track Mileage: If using your personal vehicle, record the miles driven for business purposes along with the date and purpose of the trip.

How to Utilize Digital Tools for Managing Receipts & Deductions on the MOVE

Navan Automated Business Travel Expense Reporting

A new crossover all-in-one tool we suggest is Navan, a powerful tool that can simplify the management of your business travel expenses. Here's how you can use it to stay organized and maximize your tax deductions:

• Automated Receipt Capture: Navan can automatically capture and categorize receipts from your travel expenses, reducing the manual work involved.

• Expense Tracking: Keep track of all your business travel expenses in one place, making it easier to review and report them for tax purposes.

• Compliance Checks: Navan helps ensure that your expenses comply with IRS regulations, minimizing the risk of disallowed deductions.

• Detailed Reports: Generate detailed expense reports that can be easily shared with your accountant or tax professional.

Tax Deduction Checklists

Creating a checklist can help ensure you don't miss any deductible expenses.

Here’s a handy checklist to keep with you during your business trips:

Transportation

• Airfare

• Train/bus fares

• Car rental fees

• Gas for rental cars

• Personal vehicle mileage

• Personal vehicle gas cost

Lodging

• Hotel/Lodging costs

• Necessary lodging before/after business activities

Meals

• Meals during business days

• Meals at business meetings

Incidentals

• Tips

• Laundry/dry cleaning

Miscellaneous

• Conference fees

• Business-related phone/internet charges

By understanding which expenses qualify as tax-deductible and keeping meticulous records, you can maximize your business travel deductions and keep more money in your pocket. Using tools like Navan can further streamline this process, making it easier to manage and document your expenses.

Remember, always consult with a tax professional to ensure you are following the latest tax laws and maximizing your deductions effectively. Happy travels!