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					                          OAD306 – Office Systems & Administration
                              Week 10 – Travel Arrangements

If it is necessary for your employer to make frequent business trips, it is essential that you
should be fully conversant with the preparations necessary. The two principal methods of
travel – road and air are mentioned below giving the reference books and other sources of
information which should be available in the office and the final preparation which must be
made in each case.
Reference books and source of information
      Road maps
      Telephone numbers of the employer’s garage, mechanic and nearest transport office.
Final preparations
     1. Arrange for the appropriate road maps and route plans to be available.
     2. Verify weather conditions in the area in which the employer is traveling.
     3. Confirm the booking of hotels.
     4. Prepare his itinerary and include telephone numbers of hotels, appointments, meetings,
         etc and have a clear understanding of the times and places where the employer may be
     5. Collect and hand to the employer all the documents required.
     6. Prepare a supply of office stationery to enable the employer to write letters, reports, etc
         during his travels.
     7. Discuss outstanding matters.
Reference books and sources of information
      Airline guide
      Current visa, passport, baggage, export licence, health and insurance regulations
      Telephone numbers of the nearest airline booking office and private charter office
      The telephone number of the local travel agency office
      The telephone number of the employer’s bank for arranging currency, travellers’
         cheques, etc
Final preparations
      Verify the air terminal from which the employer is leaving, details of the time by which
         he must present himself there and the actual take off time.
      Obtain his tickets
      See that the employer has his passport, visa, health certificate and any other documents
      Obtain foreign currency and travellers’ cheques
      Make arrangements for him to be met at the airport or air terminal

Careful planning is important for any journey. For a business trip to be successful, planning is
essential, if valuable time is not to be wasted. For example, to arrive in a country to find out it
is a public holiday could be very inconvenient.

Time difference
Another important consideration when planning a journey is the time difference between
countries. For example, at 0800 hours (8.00am) in London it will be 1700 hours (5.00pm) in

Flight booking
When making a flight booking, it is important to check departure and arrival times carefully.
Always consider the time-zone differences. It is also important to check the details of the
departure and arrival airports. There will often be more than one airport in large cities such as
New York.
For travel abroad, it is essential to have a valid passport. Visas or entry permits are also
necessary for some destinations. These may take quite a long time to obtain. The passport
may also be surrendered when applying for a visa. For travel to some countries, the passport
must be valid for at least six months beyond the return date. Regulations do change, so it is
important to check such details carefully. It is advisable to make a note of the passport
number, as well as the date and place of issue, and keep it on file.
Health regulations
Some countries recommend or require travelers to have one or more inoculations. Any
necessary vaccinations should be obtained well in advance of the visit. Details of current
requirements and recommendations are available from the Immigration Department.

Checking in
Passengers must arrive at the airport early enough for all procedures to be completed. Check-
in times are shown on the tickets. This is the time by which passengers must present
themselves and their baggage at the airline desk to be accepted for the flight. The check-in
time can vary considerably according to the destination. For people who travel the country on
business, the ‘shuttle’ services have the benefit of ‘time-saver’ facilities. This service speeds the
departure check-in system.
Travelling by car
A considerable number of shorter business trips are also made by car. Unless these involve
hotel reservations, there are usually few arrangements to be made.
Car hire
The services offered by car hire firms are useful to many travelers. For example, many business
people prefer the flexibility, reliability and convenience of a hire car to using their own car. Car
hire can be particularly useful and advantageous when combined with air travel. When a hire
car is required, it is always advisable to book in advance. The rates are usually cheaper and
availability is guaranteed. When selecting and booking a vehicle, it is also important to taken
into account any luggage requirements. In some countries, an international driving permit will
be required. These permits are available from the LTA. For a small charge, permits are issued
to any current holder of a valid Fiji driving licence. Always check the driving regulations for the
countries concerned.

Hotel accommodation
Hotels are usually classified by a star rating system. The range of hotels is extensive. When
booking hotel accommodation, the personal preferences of the traveler should always be
sought. For example, the preferred location may be in the city centre, near the airport or on
the outskirts. It is also important to check the facilities available, such as adequate parking,
secretarial support and the quality of the restaurant.

Specialist handbooks are excellent reference books. They contain a wide variety of information
on hotels and restaurants. Some hotels specialize in offering accommodation to business
organisations. These hotels usually offer special business rates combined with the facilities
required by executives traveling on business.
When making a hotel reservation, check availability by telephone or fax. However, always
confirm all of the details in writing. It is good practice, whenever possible, to specify the
approximate time of arrival. The traveler should have a copy of the confirmation. Always make
a note of the telephone and fax numbers of the hotel.
Foreign embassies and tourist bureaus provide information for travelers to the country
concerned. This usually includes information on visa requirements, health regulations and local
background information.
An itinerary is a plan or record of a journey.       This document outlines the details and
arrangements for the visit. It includes:

      The date, time and place of departure;
      The mode of travel;
      The destination and the time of arrival;
      Locations;
      Appointment times;
      Hotel reservations

Once the arrangements for travel, accommodation and appointments have been made, three
copies of the itinerary should be prepared; one for the traveler, one for the person who made
the arrangements and one for the file to provide a permanent record of the arrangements. All
other documents required for the visit should then be collected together. These could include
correspondence concerning the trip, tickets and any other business documents relevant to the
visit. They should be placed together in a folder.
Travel agents
A good travel agent can be of considerable assistance, particular where travel arrangements
need to be made frequently.
Booking travel arrangements through your local travel agent is both fast and efficient. They can
handle all the formalities and give you the benefit of specialist advice. They offer excellent
levels of service to both business people on the move throughout the world and the general

public. They are experts and in the best position to give free unbiased advice. Most tour
operators now sell their holidays exclusively through travel agents. Using the very latest
computer technology, many travel agents now have direct access to the large tour operators’
computer systems. It is currently available at over 6000 locations. When travel arrangements
are booked through a travel agent, all communications between the client and the tour
operator are made through that travel agent.

Foreign currency
Travellers’ cheques
The safest and most usual form of taking money abroad is by travellers’ cheques. These are a
special kind of cheques issued by a bank and paid for in advance by the customer. They are in
fixed amounts, usually of $5, $10, $20, $50 and $100. At the time of purchasing, each cheque
must be signed by the customer in front of the issuing cashier. Each cheque must be counter-
signed when it is ‘cashed’ – that is, exchanged for currency.

Credit cards
Credit cards are widely accepted abroad. The most well known of these are Visa and
MasterCard. With a credit card, no cash or cheques are used. The card holder may buy goods
or services at any business in the scheme; participating businesses display a sign stating which
credit cards they accept. When credit cards are to be used, expiry dates should be carefully
Local currency
When traveling abroad, some payments will be required in foreign currency. It is therefore
necessary to decide, in advance, how much foreign currency will need to be taken. Foreign
currency can be obtained from banks and most travel agents.
Some countries have regulations which restrict the amount of local currency which may be
taken in or out. Always check with your bank. The amount of foreign currency for each dollar
will depend on the current rate of exchange.
Package tours and holidays
One of the cheapest ways to travel is to book a ‘package deal’. This means that the amount
paid includes the cost of accommodation and the travel arrangements.
The widest choice of holiday accommodation, combined with the various forms of travel
arrangements, is offered by many tour operators. The brochures of the individual tour
operators give full details of the numerous different package deals available. It is good to shop
around before deciding.
Choosing the appropriate hotel, apartment or campsite is obviously very important. The variety
of different styles, standards and locations on offer is enormous.              The individual
accommodation descriptions should be carefully studied, as well as the information describing
amenities, facilities and services available. The inclusive arrangements on offer include travel
by rail, road, sea or air. The choice is tremendous.


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