Travel Arrangements

1. Travel Arrangements Chapter 11

2. Your Goals • Make travel arrangements. • Prepare an itinerary. • Describe the responsibilities of administrative professionals regarding their executives’ trips. • Maintain a positive attitude.

3. Domestic Air Travel • Preferred airline • Class of flight • First-Class, Business-Class, Coach-Class • Seating Preference

4. Flight Classifications • First-Class Most Expensive Most luxurious • Business-Class Larger seats More expensive than coach • Coach-Class Service is slower Less leg room; seats closer

5. Air Travel Considerations (cont.) • Special Services • Airline Clubs - lounge • Free Shuttle Service • Private Shuttle Service

6. Tickets Paper tickets • Charge additional fee. • E-tickets (email or Fax) • Changes or Cancellations Extra charge. Check with airline.

7. Car Travel • Used for limited miles. • Many executives use cars provided by companies. • If personal vehicle, executives may be reimbursed on a per-mile basis. • Administrative Assistant may be responsible for determining the best route. Research the Internet AAA membership

8. Rail Travel • Option if destination is a short trip • Freedom to work during a trip • Less expensive • First-class and sleeping berths

9. Most hotels provide access to: Printers Computers Copiers Office Supplies Fax Equipment Administrative Assistance If no service, see the concierges. Other Services While Traveling

10. International Travel • Travel to other countries is common for many company executives. • Interests include subsidiaries of the firm, separate firms, or partnerships with firms in other countries.

11. Information about other countries can be obtained by: Contacting the “consulates” of the country. Reading travel books available at libraries and bookstores. Reading literature specifically about the country you are going to visit. Taking travel seminars and short courses. Researching on the Web International TravelCultural Differences

12. Cultural DifferencesGeneral Rules • Learn the appropriate greeting. • Learn the appropriate farewell. • Learn how to say please and thank you. • Find out the appropriate dress. • Research the customs.

13. Cultural Differences • Do not criticize the people or customs. • Business is more formal than the U.S. • Dress appropriately. • Eat what is offered you. • Be courteous and respectful!

14. Scheduling Appointments Remember time zone changes! • Account for jet lag. • Avoid appointments the day before the executive leaves on a trip. • Avoid appointments the day after a trip.

15. Executive Business Gifts Generally appropriate if meeting officials for the first time. Gifts should be small. Be aware of customs and taboos. Textbook page 278 Take time to learn gift etiquette.

16. Passports and Visas A passport is an official government document that certifies the identity and citizenship of an individual and grants the person permission to travel abroad. Passports are required in most countries. A visa is a document granted by a government abroad that permits a traveler to enter and travel within a particular country. A visa usually appears as a stamped notation indicating that the bearer may enter the country for a certain period of time.

17. Passports • Required in most countries. • Valid for ten years from the date issued. • Traveler must carry the passport with him or her at all times while abroad. • Never leave your passport anywhere.

18. Passport Requirements • A completed application • Proof of United States citizenship • Proof of identification • Two identical black/white or color 2” x 2” photographs • The passport fee

19. Making Hotel Reservations • Preferred room rate • Choice of accommodations • Number of persons • Approximate arrival time • Length of stay • Method of payment

20. Currency • Exchange money • Rate of exchange • Leftover currency • Be aware of exchange rates • Euro displacing national currencies

21. Health Precautions • Check with a physician • Easy to develop an illness. • Ask for medications. • Vaccination may be required. • Don’t drink the water unless it has been boiled, and don’t eat any type of fruit that has been peeled

22. Making Travel Arrangements • The dates and times of day for travel • Cities to be visited; times and locations for appointments or commitments • Hotel preferences

23. Making Travel Arrangements(cont.) • Car rental • Company account number or the executive’s credit card number • Transportation preferences including to the airport or train station

24. Make Travel Arrangements • Appointments • Funds • Materials • Person in charge • Correspondence

25. Many provide complete travel services. Travel Agency Arrangements

26. Online Reservations • Major one-stop travel sites: • www.expedia.com • www.travelocity.com • www.orbitz.com • Special fares often: • Cannot be changed/upgraded • Not valid for standby • No frequent flyer credits

27. Online Reservations • Virtual travel agent is available any hour of the day. • Fares can be compared. • Last-minute special are advertised. • Hotels and cars may be booked online. • Travel advice and information is available. • Frequent flyer bonus miles may be available. • Weather information available.

28. Responsibilities Before the Trip • Prepare the itinerary. • Obtain travel funds. • Prepare materials for the trip. • Make calendar notations. • Confirm appointments. • Review what is to be done. while the boss is away.

29. Prepare the Itinerary An itinerary is a detailed outline of the trip; a record of ALL trip arrangements for you and the executive.

30. ITINERARY FOR PAUL FORREST March 1-2, 2006 Trip to San Francisco Monday, March 1 (Dallas to San Francisco) CST Leave Dallas—DFW Regional Airport, American Flight 55; tickets are in briefcase. 9:30 a.m. PST Arrive San Francisco—San Francisco International Airport; arrangements have been made for car at Hertz; hotel reservations are at the Airport Hilton, telephone: 555-0145 10:30 a.m. PST Appointment with Peter Nelson of Nelson & Nelson in his Office, 1214 Harwood Avenue, telephone: 555-0116; correspondence file in briefcase. 2:00 p.m. Tuesday, March 2 (San Francisco to Dallas) PST Appointment with Roger Hall of San Francisco office; reports in briefcase. 10:00 a.m. PST Appointment with Carla Hampton of San Francisco office; reports in briefcase. 2:00 p.m. PST Leave San Francisco International Airport on American Flight 43. 5:00 p.m. CST Arrive Dallas—DFW Regional Airport. 10:00 p.m.

31. Travel Funds • Companies differ in how they handle funds for trips. • Airline tickets usually charged to company credit card. • Hotels, meals, and car rental may be charged on a company credit card. • Some companies give cash advances. • Other companies require travelers to pay own expenses; reimbursed later. • Credit Cards • Traveler’s Checks

32. Prepare and Organize Materials • Miscellaneous items to be included in a briefcase. • E-ticket or plane ticket • Itinerary • Credit cards, traveler’s checks • Hotel confirmation • Special materials, reports, etc. • Presentation Notes • Laptop and disks • Etc.

33. Responsibilities While Employer is Away • Handle messages, appointments, and correspondence • Make decisions • Maintain a positive attitude • Use time wisely

34. Posttrip Briefing • Update • Expense reports • Correspondence • Telephone Calls

35. Conclusion Travel is a way of life for most business executives; and with our global economy the amount of international travel has increased considerably. Administrative assistants must be familiar with the types of service available. Your goal is to make the executive’s travels problem free.

36. Have a safe and enjoyable trip! The End

37. Special thanks to Penny Xiong and Alex Cosentino for helping to design some of these slides. Office Procedures Fall 2004