By: Frank Jacobs

Work and travel are merging. The new global trend is ‘meetings in motion’: on planes, in trains, and in automobiles. This is what you (and your corporate travellers) need to know. 

Thanks to increasing connectivity, business travel is no longer that time when you are unavailable for work. Alone, or in group, the trend is towards making the most of the time spent in transit – to meet, to negotiate, to network, to strike deals. 

So much so, in fact, that ‘meetings in motion’ was identified as one of the key Business Travel Trends for 2025 in a report by leading travel trend forecasting agency Globetrender. 

While technological innovation drives the trend, it is also motivated by an age-old truism: thinking is easier when you’re outside the box that is your office. Being on the road eases pressure and lowers constraints. In surroundings that are a bit less formal and familiar, it can be easier to establish a connection with others, and to think more creatively. 

Another non-tech driver is environmental concern, which especially in Europe is leading to the increasingly popular corporate travel policy of banning short-haul flights. A 2024 member poll at the UK’s Institute of Travel Managers revealed that 43% of companies have a rail-first policy in place, especially between locations connected by high-speed rail services (e.g. London, Paris, Brussels, Amsterdam, Frankfurt). This means more time spent in transit, and more time to do ‘meetings in motion’. 

The backbone of the trend, however, clearly is technological. ‘Meetings in motion’ are driven the same suite of technologies that enabled the takeoff of hybrid work in the pandemic. 

On-board and in-flight wifi

The one key enabler of ‘meetings in motion’ is reliable, high-speed internet while you travel. The quality of on-board and in-flight wifi has benefited greatly from next-generation 5G cellular networks and new low-Earth-orbit satellites (including SpaceX’s Starlink).

Advanced videoconferencing

Everybody has access to advanced videoconferencing tools like Zoom, Teams and Slack, which have made long-distance calls almost as immersive as real-time meetings, and in some ways even more effective – with tools like noise-cancelling headphones, background blur, real-time transcription and automated note-taking.

Augmented Reality (AR) and Virtual Reality (VR)

AR and VR technologies are beginning to create immersive collaborations. For instance, an AR app developed by office pod manufacturer Room allows field installers to overlay repair information on machinery during transit, a concept that can be adapted for collaborative troubleshooting sessions on trains or planes. 

Soundproof and private compartments

Rail operators like Amtrak Acela in the U.S. and Eurostar in Europe have introduced private compartments and dedicated business lounges tailored for executive travel. These spaces are equipped with soundproof pods for confidential discussions and on-demand conference rooms with video conferencing capabilities. 

AI-driven booking and travel management

AI-powered tools are helping with the logistical side of ‘meetings in motion’, for example by nudging employees to book flights and schedule meetings at the same time to optimize availability and reduce cost.  

As ‘meetings in motion’ gain traction, the future looks promising, particularly in North America, where infrastructure and technology are rapidly evolving. The trend aligns with broader shifts in corporate mobility, such as the rise of Mobility as a Service (MaaS) and the integration of AI-driven solutions. Some current examples:

Trains

• In Japan, the Shinkansen (bullet train) on the Tokaido route that connects Tokyo to Osaka offers the opportunity to reserve entire train carriages for corporates to do presentations or product promotions, or organize events and conferences.
• In the U.S., Amtrak’s Acela service, operating on the rail lines between major hubs like Washington DC, New York and Boston, has upgraded its business class cabins with foldout workstations, power outlets and high-speed wifi, and has introduced private compartments for confidential sessions. 

Airports

Executive airport lounges are transforming into co-working spaces. At the end of March, Virgin opened a Clubhouse at Los Angeles International Airport, a lounge area offering pre-flight spaces for briefings and meetings. At JFK in New York, American Express’s Centurion Lounges at JFK offer private workspaces where travelers can host meetings during layovers, ensuring seamless collaboration.

Planes

• To accommodate meetings, the QSuite of Qatar Airways can be configured so four people are facing each other. On selected planes, Virgin Atlantic offers the Loft social space.
• JSX, a semi-private air carrier in North America, has partnered with Starlink to offer high-speed wifi on its regional jets, allowing executives to hold client meetings and collaborate with remote teams even on the 90-minute flight between LA and San Francisco.

Automobiles

• Waymo’s growing fleet of driverless taxis (currently in LA, Phoenix and San Francisco, and coming soon to Austin, Atlanta and Miami) creates spaces for business meetings without being overheard by a driver. 

Looking ahead, advancements in autonomous vehicles (AVs) and urban air mobility could further enhance the trend. NASA’s Advanced Air Mobility project, for example, is developing technologies for electric air taxis, which could become new platforms for in-transit collaboration by 2035. The integration of generative AI and immersive reality technologies will make Meetings in Motion more interactive. 

‘Meetings in motion’ is more than a trend. It’s a paradigm shift in how we view corporate travel. By transforming planes, trains, and transit hubs into collaboration hubs, businesses are unlocking new opportunities for productivity and innovation.

However, it’s a shift that faces some challenges. One challenge is the concern over data security, particularly when sensitive discussions occur in public or semi-public space. Another is access: major hubs like New York and Los Angeles and high-end transport providers are already offering the necessary infrastructure. Other, smaller players will likely lag far behind. 

Image: StockCake
 

Author: Frank Jacobs – Smart Mobility, Technology And Innovation, Global, Europe, North America, Asia Pacific