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Unit 7aUnit 7a
Travel ArrangementsTravel Arrangements
Why Do Business People Need Why Do Business People Need ToTo TravelTravel
Attend a meetingAttend a meeting Receive trainingReceive training Attend business Attend business
outingsoutings Inspect workInspect work Visit Visit
customer/supplierscustomer/suppliers Attend a conferenceAttend a conference Visit other branchesVisit other branches
What Methods Of Transport What Methods Of Transport is Availableis Available
The method of transport will be chosenThe method of transport will be chosen
according toaccording to Cost of transportCost of transport Time available to travelTime available to travel Distance involvedDistance involved Position of person in firm eg MD or Clerical Position of person in firm eg MD or Clerical
AsstAsst Any transport policies the company may Any transport policies the company may
havehave
RoadRoad
Private CarPrivate Car
Company CarCompany Car
Hire CarHire Car
TaxiTaxi
AdvantagesAdvantages Traveller can plan Traveller can plan
own journeyown journey Cheap method of Cheap method of
transporttransport Convenient for Convenient for
short journeysshort journeys No need to worry No need to worry
about getting lost about getting lost or parking in city or parking in city centrescentres
DisadvantagesDisadvantages Can be tiring for long Can be tiring for long
journeysjourneys Traffic congestion and Traffic congestion and
road works may cause road works may cause delaysdelays
Can be difficult and Can be difficult and expensive to park in expensive to park in city centrescity centres
Expensive for long Expensive for long journeys compared to journeys compared to carcar
TrainTrain
Local TrainsLocal Trains
National TrainsNational Trains
International International TrainsTrains Eg EuroStarEg EuroStar
AdvantagesAdvantages Quicker than travelling Quicker than travelling
by roadby road Easy to travel between Easy to travel between
city centrescity centres Can book seats in Can book seats in
advanceadvance More comfortable to More comfortable to
relax or workrelax or work Refreshments availableRefreshments available Quick service to Quick service to
European countriesEuropean countries
DisadvantagesDisadvantages
Can be expensive Can be expensive during peak timesduring peak times
Delays can occur Delays can occur due to technical due to technical problemsproblems
May have to May have to changechange
Can sometimes be Can sometimes be overcrowdedovercrowded
AirAir
Domestic FlightsDomestic Flights
International International FlightsFlights
Budget AirlinesBudget Airlines
AdvantagesAdvantages
Quick method of Quick method of travel – especially travel – especially for trips abroadfor trips abroad
Refreshments etc Refreshments etc available en routeavailable en route
Faster check-in Faster check-in times for times for domestic flightsdomestic flights
DisadvantagesDisadvantages Usually more Usually more
expensive – although expensive – although becoming cheaperbecoming cheaper
Delays and Delays and cancellations can occurcancellations can occur
Must make travel Must make travel arrangements to and arrangements to and from airportsfrom airports
International flights International flights may require long may require long check-in timescheck-in times
SeaSea
FerryFerry
HovercraftHovercraft
Seacat Seacat (catamaran)(catamaran)
AdvantagesAdvantages Easy to travel from Easy to travel from
UK mainland to UK UK mainland to UK islandsislands
Good facilities and Good facilities and cabins for cabins for overnight journeysovernight journeys
Cars allowed on Cars allowed on most ferriesmost ferries
Relatively cheap Relatively cheap form of transportform of transport
DisadvantagesDisadvantages
Much slower than Much slower than air travelair travel
Delays may be Delays may be caused by bad caused by bad weatherweather
Must make travel Must make travel arrangements to arrangements to and from the ferryand from the ferry
What Information Is Needed To What Information Is Needed To Organise A Trip – Travel Request Organise A Trip – Travel Request
FormForm Name of employeeName of employee Department and position of employeeDepartment and position of employee DestinationDestination Start/end dates of tripStart/end dates of trip Purpose of tripPurpose of trip Preferred method of travelPreferred method of travel Accommodation neededAccommodation needed Any special requirements – smoker/non Any special requirements – smoker/non
smokersmoker
Where Can You Find Travel Where Can You Find Travel Information?Information?
Timetables – for Timetables – for trains and flightstrains and flights
Maps – major cities Maps – major cities & towns& towns
Hotel DirectoriesHotel Directories Hotel GuidesHotel Guides CD Roms – CD Roms –
computerised computerised maps etcmaps etc
Where Can You Find Travel Where Can You Find Travel Information? (Cont)Information? (Cont)
Travel Agents – Travel Agents – help and advice & help and advice & discounted faresdiscounted fares
Travel Guides – info Travel Guides – info on a particular areaon a particular area
Internet – up-to-Internet – up-to-date info on date info on bookings, bookings, reservations, on-reservations, on-line timetables and line timetables and hotel infohotel info
What Documents Are What Documents Are Required When Travelling Required When Travelling
Abroad?Abroad? A valid passportA valid passport E111 form – allows E111 form – allows
free or reduced free or reduced medical care in EU medical care in EU countriescountries
Vaccination Form – if Vaccination Form – if visiting certain non-visiting certain non-European countriesEuropean countries
Visa – required for Visa – required for certain non-European certain non-European countriescountries
Other Things NeededOther Things Needed
Valid driving Valid driving licencelicence
Insurance – travelInsurance – travel MapsMaps Credit CardsCredit Cards Telephone Charge Telephone Charge
CardsCards Mobile PhoneMobile Phone Contact Details Contact Details
Booking Hotel Booking Hotel AccommodationAccommodation
It is important toIt is important toremember the followingremember the followingpoints:points:
Location of hotel – ask Location of hotel – ask for a mapfor a map
Cost of roomCost of room Any special Any special
requirements- requirements- disabled, non-smokingdisabled, non-smoking
Meals – which ones Meals – which ones are includedare included
What Is An ItineraryWhat Is An Itinerary
It is a summary of intended activities and It is a summary of intended activities and traveltravel
arrangements. It should include:arrangements. It should include: Dates/days of travelDates/days of travel Times (24 hour clock)Times (24 hour clock) Flight numbersFlight numbers Check in timesCheck in times Arrival timesArrival times Booking reference numbersBooking reference numbers Addresses & tel nosAddresses & tel nos
Preparing an ItineraryPreparing an Itinerary
Travel Request Form handed in by employeeTravel Request Form handed in by employee
Preferred method of travel and any specialPreferred method of travel and any special
arrangements notedarrangements noted
Travel booking form is completed before Travel booking form is completed before bookingbooking
Accommodation Booking Form is completedAccommodation Booking Form is completed
Preparing an Itinerary Preparing an Itinerary (cont)(cont)
An Itinerary is then preparedAn Itinerary is then prepared
All tickets and documentation All tickets and documentation gatheredgathered
and included with the Itineraryand included with the Itinerary
Evaluate The Suitability Of Evaluate The Suitability Of Travel ArrangementsTravel Arrangements
Important that feedbackImportant that feedback
is gained after a trip. is gained after a trip.
How would this be carriedHow would this be carried
out:out: Informal chat with Informal chat with
employeeemployee Short meeting is set upShort meeting is set up Comments sheet Comments sheet
completed by employeecompleted by employee
Evaluate The Suitability Of Evaluate The Suitability Of Travel ArrangementsTravel Arrangements
What might the employee be asked?What might the employee be asked? Did your journey take as long as was expected?Did your journey take as long as was expected? Were you delayed? What were the reasons?Were you delayed? What were the reasons? Do you have any comments on the companies?Do you have any comments on the companies? Did you find your destination easily?Did you find your destination easily? Was your accommodation satisfactory?Was your accommodation satisfactory? Do you have any comments about the hotel?Do you have any comments about the hotel? Did your trip run according to your Itinerary?Did your trip run according to your Itinerary?
Evaluate The Suitability Of Evaluate The Suitability Of Travel Arrangements (cont)Travel Arrangements (cont)The answers to these questions allow theThe answers to these questions allow the
Travel Administrator to evaluate howTravel Administrator to evaluate how
suitable the arrangements have beensuitable the arrangements have been
Helps them to:Helps them to: Estimate the cost of future business Estimate the cost of future business
tripstrips Making future bookings with various Making future bookings with various
companiescompanies