Handout 1: Business travel PowerPoint presentation Principles of providing administrative services Handout 1: Business travel

to negotiate the sale or purchase of goods conferences and seminars Introduction Business travellers may make UK and overseas trips for various reasons, eg to negotiate the sale or purchase of goods conferences and seminars training quality checks meetings to exchange ideas. Travelling can be expensive in terms of both money and time and sometimes the business traveller may combine various visits while on a trip and this can make the planning and organisation of the trip more complex.

Types of travel The main types of business travel arrangements to be made are: by road – car hire, routes rail tickets airline tickets hotel reservations.

Travel reservation – car hire You will need personal details from the driver. Check that the price includes: insurance collision damage waiver (CDW) bail bond fuel and surcharges additional driver. Travel reservation – road In making car hire reservations, check out the prices for the large multi-national companies as, although they may be more expensive, they often have the advantage of offering the facility to pick up and drop off the car at different locations. Overseas, the large hire companies usually have an office within the airport, saving the traveller time in picking up the car. Personal details that will be required from the traveller: age (there is minimum and maximum age limit for hiring in many countries) how long the driving licence has been held whether it is full (some licences only entitle the driver to drive an automatic car) whether it is a ‘clean’ licence. When agreeing the car hire price, ensure you get full details of what the price includes. Does it include: Insurance Collision Damage Waiver (CDW) – an extra insurance to cover damage to the vehicle Bail bond (required in some countries where the driver may face imprisonment for offences Fuel Additional driver (if required)?

earlier and later trains, details of any connections Rail tickets arrival time required class of travel seat preference earlier and later trains, details of any connections refreshment facilities. Arrival time required – ensure you have details of the time the traveller needs to arrive at the destination station (allowing for onward transfer). Class of travel – most train companies offer the option of First Class travel which, although more expensive, usually offers advantages such as the opportunity to change the date/time of travel, complimentary refreshments and seat reservation. Seat preference - check the traveller’s preference for type of seat – front facing, back facing or airline (ie no table in front of you), quiet carriage, plug socket nearby. It is sensible to provide details of earlier and later trains in case meetings finish earlier or later than expected, as well as details of any connections. Refreshment facilities - the traveller may also want to know what refreshment facilities are available on the train and whether there are taxis available at the destination.

Travel reservation – air class of air travel is to be arranged – economy, business/club or first class seat reservation – window, middle or aisle seat; front, wing or back of plane – extra leg room meals baggage allowance check-in requirements business class and above tickets often include the use of business lounge facilities at the airport. Class of air travel is to be arranged – economy, business/club or first class; the higher classes enable greater flexibility, which is useful if meetings may be postponed or cancelled. It is often possible to reserve the seat – window, middle or aisle seat; front, wing or back of plane. Meals – can often be ordered at time of booking, so check the traveller’s preference for seat – and any dietary requirements. Baggage – check the baggage allowance that can be taken as well as hand luggage restrictions. Check-in requirements – when and how this has to be done, eg can it be done in advance, or electronically?

Hotel accommodation location class of hotel type of room facilities. When selecting hotel accommodation, you will need to consider the following: Location – Does it need to be near to rail/air terminii? How accessible is it from any business meeting venues. Class of hotel – What is the maximum price/class that the traveller’s status allows under organisational policy? Type of room – Double, single, twin-bedded, with ensuite facilities Is breakfast included in the rate? Facilities – Wifi or internet access, office support, printing Parking Cafe/restaurant Special facilities such as disabled access.