Unit 7a Travel Arrangements

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Unit 7aTravel Arrangements
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Why Do Business People Need To Travel

• Attend a meeting
• Receive training
• Attend business outings
• Inspect work
• Visit customer/suppliers
• Attend a conference
• Visit other branches

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What Methods Of Transport is Available

• The method of transport will be chosen
• according to
• Cost of transport
• Time available to travel
• Distance involved
• Position of person in firm eg MD or Clerical Asst
• Any transport policies the company may have

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Road

• Private Car
• Company Car
• Hire Car
• Taxi

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Advantages

• Traveller can plan own journey
• Cheap method of transport
• Convenient for short journeys
• No need to worry about getting lost or parking in
  city centres

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Disadvantages

• Can be tiring for long journeys
• Traffic congestion and road works may cause
  delays
• Can be difficult and expensive to park in city
  centres
• Expensive for long journeys compared to car

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Train

• Local Trains
• National Trains
• International Trains
• Eg EuroStar

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Advantages

• Quicker than travelling by road
• Easy to travel between city centres
• Can book seats in advance
• More comfortable to relax or work
• Refreshments available
• Quick service to European countries

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Disadvantages

• Can be expensive during peak times
• Delays can occur due to technical problems
• May have to change
• Can sometimes be overcrowded

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Air

• Domestic Flights
• International Flights
• Budget Airlines

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Advantages

• Quick method of travel especially for trips
  abroad
• Refreshments etc available en route
• Faster check-in times for domestic flights

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Disadvantages

• Usually more expensive although becoming
  cheaper
• Delays and cancellations can occur
• Must make travel arrangements to and from
  airports
• International flights may require long check-in
  times

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Sea

• Ferry
• Hovercraft
• Seacat (catamaran)

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Advantages

• Easy to travel from UK mainland to UK islands
• Good facilities and cabins for overnight journeys
• Cars allowed on most ferries
• Relatively cheap form of transport

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Disadvantages

• Much slower than air travel
• Delays may be caused by bad weather
• Must make travel arrangements to and from the
  ferry

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What Information Is Needed To Organise A Trip
Travel Request Form

• Name of employee
• Department and position of employee
• Destination
• Start/end dates of trip
• Purpose of trip
• Preferred method of travel
• Accommodation needed
• Any special requirements smoker/non smoker

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Where Can You Find Travel Information?

• Timetables for trains and flights
• Maps major cities towns
• Hotel Directories
• Hotel Guides
• CD Roms computerised maps etc

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Where Can You Find Travel Information? (Cont)

• Travel Agents help and advice discounted
  fares
• Travel Guides info on a particular area
• Internet up-to-date info on bookings,
  reservations, on-line timetables and hotel info

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What Documents Are Required When Travelling
Abroad?

• A valid passport
• E111 form allows free or reduced medical care
  in EU countries
• Vaccination Form if visiting certain
  non-European countries
• Visa required for certain non-European countries

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Other Things Needed

• Valid driving licence
• Insurance travel
• Maps
• Credit Cards
• Telephone Charge Cards
• Mobile Phone
• Contact Details

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Booking Hotel Accommodation

• It is important to
• remember the following
• points
• Location of hotel ask for a map
• Cost of room
• Any special requirements- disabled, non-smoking
• Meals which ones are included

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What Is An Itinerary

• It is a summary of intended activities and travel
• arrangements. It should include
• Dates/days of travel
• Times (24 hour clock)
• Flight numbers
• Check in times
• Arrival times
• Booking reference numbers
• Addresses tel nos

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Preparing an Itinerary

• Travel Request Form handed in by employee
• Preferred method of travel and any special
• arrangements noted
• Travel booking form is completed before booking
• Accommodation Booking Form is completed

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Preparing an Itinerary (cont)

• An Itinerary is then prepared
• All tickets and documentation gathered
• and included with the Itinerary

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Evaluate The Suitability Of Travel Arrangements

• Important that feedback
• is gained after a trip.
• How would this be carried
• out
• Informal chat with employee
• Short meeting is set up
• Comments sheet completed by employee

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Evaluate The Suitability Of Travel Arrangements

• What might the employee be asked?
• Did your journey take as long as was expected?
• Were you delayed? What were the reasons?
• Do you have any comments on the companies?
• Did you find your destination easily?
• Was your accommodation satisfactory?
• Do you have any comments about the hotel?
• Did your trip run according to your Itinerary?

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Evaluate The Suitability Of Travel Arrangements
(cont)

• The answers to these questions allow the
• Travel Administrator to evaluate how
• suitable the arrangements have been
• Helps them to
• Estimate the cost of future business trips
• Making future bookings with various companies