Business travel with the kids

The suitcase is packed and you're ready for that big business trip. Before you go though, you decide to review your final checklist. Day planner. Check. Business cards. Check. Teddy bear. Teddy bear? It's for your kid, silly. Sound crazy? Not really. More business travelers than ever are bringing children with them when on company capers.

For example, Jim Wilson, chief financial officer for Columbia Palms West Hospital in Loxahatchee, Fla., took his baby on a business trip to Orlando, nearly 2 1/2 hours away by car. Little Alexis was only three weeks old and his wife didn't want to be alone, so Wilson helped out between meetings. He says that he enjoyed being able to spend his spare time with his family.

"You eat lunch and dinner real quick then hurry back to the hotel room for 10 minutes so you can see how the baby is doing," says Wilson. "It's much nicer than a normal business trip. I would definitely do it again. In fact, I'm thinking of putting a playpen in my office so I can spend more time with the baby."

Mixing business and parenting

The Wilsons aren't the only ones bringing their kids along on the road. In 1996, 24 million business trips included children, up from 9.1 million trips in 1990, according to the Travel Industry Association of America, a trade organization that promotes the travel industry. Business travelers with children accounted for 9 percent of all business travel in 1996. Industry officials give several reasons for this change, including the opportunity to turn business conferences into less expensive family vacations.

Parents have learned that working vacations are more economical since employers usually pay part of the costs involved. Additionally, many hotels let kids under 18 stay for free in their parents' room.

"We've seen an increase in the number of people who stay free," says Patrick Barry, public relations officer for Hilton in Beverly Hills, Calif. "We'll often see parents book a room at the special meeting rate, then extend their stay at that rate or take advantage of the weekend rate if the convention was held midweek."

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Another reason for the change is that longer work hours have made it more difficult for families to spend quality time together. Finally, industry officials are setting conventions in family-oriented locations after recognizing the potential for profit in luring business persons to bring their families along.

"Families will check in early or stay beyond the length of the convention to enjoy the area," says Barry. "That's the benefit of having a business convention location that is close to tourist attractions such as in Orlando, Anaheim or Las Vegas. It's no small coincidence that resorts are located in those areas. Another inducement to people who are organizing a business convention or trade show in those areas is that they know they'll get better attendance."

Transportation

Transportation arrangements are crucial if you're one of those business people who wants to take your family with you. The Wilsons drove their own family car on their trip, but other business travelers often resort to rental vehicles. Most rental car companies offer infant car seats for an additional fee, but drivers should request a seat in advance when they make their reservations. Hertz, the nation's largest car rental company, charges from $5 to $8 for the seat rental.

What if your trip involves flying? Airlines generally let children under age two fly free if they sit on an adult passenger's lap. Travelers who prefer to have their child sit in a separate seat can usually get discounts of 25 percent to 50 percent off the adult fare. However, passengers must provide their own child car seats if they choose to use one. Continental Airlines is one of the carriers offering bassinets at no charge on longer international flights. Continental also offers a list of entertainment suggestions for parents traveling with children. Virtually all the airlines will provide upon request motorized carts to transport parents with small children to and from terminal gates.

Accommodations

Getting to your destination is only half the "fun" though. Business travelers must still worry about room accommodations for their children before they arrive. Some kids are too old or too noisy to share a room with mom and dad. Check to see whether your hotel is among those that lets children stay in an adjoining room for 50 percent off the regular room rate. Cribs are usually free but must be reserved in advance. Mini bars are great for storing bottles of milk or juice.

The Four Seasons is among several hotel and resort chains offering complimentary children's programs for guests. For example, the kid's program at Four Seasons in Palm Beach, Fla., combines outdoor activities, such as beach-combing and crab races, with opportunities to bake pizzas with an award-winning chef, put on puppet shows and pet baby alligators. Guests can also have the hotel concierge schedule a baby sitter from an outside agency or, if the need arises, arrange the services of a hotel doctor. Baby sitter rates at any hotel will vary depending on the agency used. You can find a list of kid-friendly hotels at ParentTime.

Before you go

Here are some tips to consider if you're taking your child away on business, courtesy of Parkway Travel, a travel agency in Chesapeake, Va.:

Make sure that the hotel you will be staying at is prepared for children. Find out if it has children's programs, a pool, a game room, a play area, cribs, room service and qualified baby sitters.
Make well in advance a checklist of things that your children will need. Be sure to include some favorite (small) toys or a stuffed animal. A surprise bag filled with new inexpensive games, toys and crayons can keep children busy on long flights.
It would be a good idea to pack an emergency carry-on if flying. This should contain the bare essentials for you and your children if something happens to your luggage. Include some nonperishable, non-messy snacks and fruit drinks.
Parents are advised by South Florida Parenting magazine not to eat at a sit-down restaurant when traveling by car. Road breaks should instead be used to let kids let off steam at play areas. Youngsters can always eat in the car when they're back on the road.
South Florida Parenting also suggests that parents alternate sharing the car's back seat with the kids for storytelling or games. Children will welcome the extra attention, especially when they've grown bored and restless.

Finally, don't forget to get a copy of the area's visitor guide so you can see what activities are available for the family to enjoy. But please be aware that dressing your offspring in a suit and power tie will probably ruin your attempts to create a vacation-like atmosphere.

-- Posted: Aug. 5, 1998