Travel Arrangements

Information needed to plan a business trip

1. Destination 2. Start and return date of trip 3. Purpose of trip 4. Hotel reservations 5. Executive's preferences 6. Mode of Transportation/ transportation details

Items that should be included on an itinerary

1. Flight information/schedules (flight number, departure and arrival times) 2. Hotel reservations and accommodations 3. Car rental 4. Bookings and reference numbers 5. Addresses and contact numbers 6. Date, time and location of scheduled activities (meetings, lunch, presentations, training etc.)

Reasons why business people travel

1. For training 2. To attend conferences 3. To attend business meetings

Documents required for travel abroad

1. Passport 2. Visa 3. Entry Permit 4. Ticket 5. Health Certificate 6. Drivers permit/license

Documents placed in a travel folder

1. itinerary 2. tickets 3. visa/entry permit 4. hotel reservations 5. certificates of insurance 6. health certificates 7. traveller's cheques 8. letters of introduction

Airline tickets

A document to confirm that a person has purchased a seat on a flight. it is then used to obtain a boarding pass at the airport so that the passenger can board the aircraft.

Travel Agency

A firm authorized to offer services on behalf of a carrier organization by making bookings and issuing tickets.

Carrier Organizations

A firm that operates a number of vehicles to transport passengers and/or cargo to local, regional and/or international destinations.

Steps you should follow when making hotel reservations

The following are the steps that should be followed when making hotel reservations: 1. Decide on hotel accommodations. 2. Choose a good location. 3. Reserve hotel by phone or online. 4. Choose appropriate payment method for the hotel. 5. Call the hotel to confirm hotel reservations

E-Tickets (Electronic Tickets)

These are stored in the computer reservation system of an airline. A person is still the ticket number and is sometimes required to print off your flight details and bar code at home or work.

Time Zones

These are the time of day associated with specific areas on the earth. When it is day time on one side of the earth it is night time on the other side.

Travel Folder

This is a folder prepared by the secretary/office assistant containing all the necessary documents required for travelling, for e.g. itinerary, tickets, visa/entry permit, hotel vouchers, traveller's cheques, letters of introduction etc.

Itinerary

This is a summary document, outlining day -to-day travel information, such as flight schedules, hotel accommodation and sometimes car rental.