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Unit 7a Travel Arrangements

Unit 7a Travel Arrangements. 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. What Methods Of Transport is Available. The method of transport will be chosen

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Unit 7a Travel Arrangements

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  1. Unit 7aTravel Arrangements

  2. 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

  3. 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

  4. Road • Private Car • Company Car • Hire Car • Taxi

  5. 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

  6. 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

  7. Train • Local Trains • National Trains • International Trains • Eg EuroStar

  8. 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

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

  10. Air • Domestic Flights • International Flights • Budget Airlines

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

  12. 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

  13. Sea • Ferry • Hovercraft • Seacat (catamaran)

  14. 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

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

  16. 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

  17. Where Can You Find Travel Information? • Timetables – for trains and flights • Maps – major cities & towns • Hotel Directories • Hotel Guides • CD Roms – computerised maps etc

  18. 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

  19. 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

  20. Other Things Needed • Valid driving licence • Insurance – travel • Maps • Credit Cards • Telephone Charge Cards • Mobile Phone • Contact Details

  21. 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

  22. 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

  23. 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

  24. Preparing an Itinerary (cont) An Itinerary is then prepared All tickets and documentation gathered and included with the Itinerary

  25. 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

  26. 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?

  27. 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

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