1. Unit 7a Travel 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