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Unit 7a Travel Arrangements. Why Do Business People Need To Travel Attend a meeting Attend a meeting Receive training Receive training Attend business.

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Presentation on theme: "Unit 7a Travel Arrangements. Why Do Business People Need To Travel Attend a meeting Attend a meeting Receive training Receive training Attend business."— Presentation transcript:

1 Unit 7a Travel Arrangements

2 Why Do Business People Need To Travel Attend a meeting Attend a meeting Receive training Receive training Attend business outings Attend business outings Inspect work Inspect work Visit customer/suppliers Visit customer/suppliers Attend a conference Attend a conference Visit other branches Visit other branches

3 What Methods Of Transport is Available The method of transport will be chosen according to Cost of transport Cost of transport Time available to travel Time available to travel Distance involved Distance involved Position of person in firm eg MD or Clerical Asst Position of person in firm eg MD or Clerical Asst Any transport policies the company may have Any transport policies the company may have

4 Road Private Car Private Car Company Car Company Car Hire Car Hire Car Taxi Taxi

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

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

7 Train Local Trains National Trains International Trains Eg EuroStar

8 Advantages Quicker than travelling by road Quicker than travelling by road Easy to travel between city centres Easy to travel between city centres Can book seats in advance Can book seats in advance More comfortable to relax or work More comfortable to relax or work Refreshments available Refreshments available Quick service to European countries 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 Quick method of travel – especially for trips abroad Refreshments etc available en route Refreshments etc available en route Faster check-in times for domestic flights 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 Easy to travel from UK mainland to UK islands Good facilities and cabins for overnight journeys Good facilities and cabins for overnight journeys Cars allowed on most ferries Cars allowed on most ferries Relatively cheap form of transport Relatively cheap form of transport

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

16 What Information Is Needed To Organise A Trip – Travel Request Form Name of employee Name of employee Department and position of employee Department and position of employee Destination Destination Start/end dates of trip Start/end dates of trip Purpose of trip Purpose of trip Preferred method of travel Preferred method of travel Accommodation needed Accommodation needed Any special requirements – smoker/non smoker Any special requirements – smoker/non smoker

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

18 Where Can You Find Travel Information? (Cont) Travel Agents – help and advice & discounted fares Travel Agents – help and advice & discounted fares Travel Guides – info on a particular area Travel Guides – info on a particular area Internet – up-to- date info on bookings, reservations, on-line timetables and hotel info 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 A valid passport E111 form – allows free or reduced medical care in EU countries E111 form – allows free or reduced medical care in EU countries Vaccination Form – if visiting certain non- European countries Vaccination Form – if visiting certain non- European countries Visa – required for certain non-European countries Visa – required for certain non-European countries

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

21 Booking Hotel Accommodation It is important to remember the following points: Location of hotel – ask for a map Location of hotel – ask for a map Cost of room Cost of room Any special requirements- disabled, non-smoking Any special requirements- disabled, non-smoking Meals – which ones are included 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 Dates/days of travel Times (24 hour clock) Times (24 hour clock) Flight numbers Flight numbers Check in times Check in times Arrival times Arrival times Booking reference numbers Booking reference numbers Addresses & tel nos 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 Informal chat with employee Short meeting is set up Short meeting is set up Comments sheet completed by employee 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? 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?

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 Estimate the cost of future business trips Making future bookings with various companies Making future bookings with various companies


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