Travel and expenses

Our approach

Travel and expenses support delivery. They should be sustainable, proportionate, and predictable.

This policy forms the basis on which travel, venue, and associated delivery costs are handled. We apply it consistently.

Travel principles

When travel is required, we follow these principles:

Low carbon first

• Trains and EVs are prioritised
• Flights are used only where necessary
• Where flying is essential, emissions are offset

Proportionate cost

• UK: £325 per person per day
• Elsewhere: £425 per person per day
• Mileage: £0.25 per mile

Flexible booking

• Transport and accommodation are booked flexibly wherever possible
• If not, cancellation terms are selected responsibly

Diversity of view

• We often travel in pairs
• Complex work benefits from multiple perspectives and shared context

Sustainable choices

• Plant based and responsibly sourced food is prioritised where practical
• Alcohol is not charged to clients

Clear charging

• Travel expenses are invoiced promptly with supporting receipts
• We do not defer or accumulate costs for later

Spaces

Where we meet matters. We select venues that are:

• Professional and welcoming
• Sustainably operated where possible
• Comfortable without excess

Cost guidance

• UK: Under £200 per space per day
• Elsewhere: Under £350 per space per day

Bookings are made flexibly where possible.

Charging and transparency

This framework removes ambiguity.

• Costs that fall within this policy are recharged as part of delivery
• If we intend to absorb travel costs, we state that clearly
• There should be no retrospective surprise

Why this matters

Travel and meeting spaces shape how work happens. By applying consistent standards, we ensure attention remains on delivery rather than administration.

Clarity supports trust.

You can also view all of our policies on our Trust & responsibility page.