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

2. 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.

3. 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.

4. 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)?

5. 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.

6. 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?

7. 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.