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