1. 1
Letter from Cardonald Travel
Ref: ER140423/SM001 Mob Tel: 077332201000
Office Tel: 01418826000
23 April 2014
ABC Components Manager
32 Ulva Street
Flat 1/1
Glasgow
G52 1DL
Dear Sir/Madam
Re: Annual conference for 96 delegates and 4 day excursion for 16 people in
Amsterdam Enquiry, for 03 November 2014
Regarding your recent enquiry, I am pleased to be of service and offer package
details of our recommended Amsterdam destination for the conference venue. The 4
day team building excursions and flight information details are also included.
Following my investigation and research, I have narrowed the possible package for
your consideration. KLM airlines offer scheduled direct flights, departing from
Glasgow airport on the 03 November 2014 for Schiphol airport in Amsterdam.
Hotel offered is a four star Movenpick hotel, with a conference hall to hold 96
delegate for 2 days. 16 single rooms have been reserved for your group of 16 with
breakfast included. From the attached information you will find details of your
accommodation, transportation, 4 day excursions, health information, prices,
catering arrangements, and other essential travel information.
To continue provide an excellent customer care we would like to arrange meet with
you face to face and personally forward to you the conference venue pack.
If you would like to confirm this reservation, or to amend or discuss any of the
arrangements please contact me and we can arrange to meet face to face to discuss
any refinements. I will make myself available to suit your schedule, and will try to
contact you by phone tomorrow for your initial impressions, and to set up a meeting
with you or your team.
We are looking forward to hearing from you.
Yours sincerely
Elnara Reid
Event organiser
2. 2
Chosen destination
Regarding your enquiry, the destination was limited by your insistence on using only
direct scheduled flights from Glasgow excluding UK. Therefore, we proposed
Amsterdam which will meet all your requirements. Movenpick City Centre, a 4 star
hotel has a suitable conference room for 96 delegates, and available
accommodation for your party of 16.
Hotel is located in the city centre of Amsterdam on the water edge next to the
Passenger Terminal building. Pleasant views from the hotel rooms over the busy
harbour, dotted with ferries, cruise ships and architecture which is layered with
stripes of glass, green granite and white concrete.
Flights itinerary
KLM direct schedule flight economy class was reserved for the party, departing
Glasgow International airport 09:00 on Monday 03 November 2014 and will arrive at
Schiphol International airport in Amsterdam 14:50 .Return on Saturday 08 November
2014 from Amsterdam (Schiphol) will depart 14:50 and will arrive in Glasgow
International airport 15:25.
In your enquiry flexible flights were requested, we calculated all expenses and we
found that you’re budgeted £23000 will not cover this. Solution is if any of your staff
has to come back early for emergency reason, we will pay £60 to change flights.
However, your travel and cancelation insurance was included in the ticket price.
Note of time zone:
GMT +1hour
Difference: 1 hour ahead of Glasgow.
Please check in at airport 2 hours before your departure time.
Date Flight Departure Departure
time
Arrival Arrival
time
03 Nov2014 KL1470 Glasgow/Terminal M 09:20 Amsterdam 12:00
08 Nov2014 KL1481 Amsterdam 14:50 Glasgow 15:25
Travelingtime
Glasgow – Amsterdam 1hr 45 mints
Amsterdam – Glasgow 1hr 35 mints
3. 3
Pricing summary
Fare PP Per adult £34.25
Taxes Per adult £71.65
Extra baggage for each way £12.50
Travel and cancellation insurance £10.24
Travellers 16
Total ticket price £169.90
1 Person in 10 free -discount -£134.66
Total for 16 passengers £2,548.50
Baggage allowance
On this flight you allowed to bring hand baggage, maximum weight: 12 kg (26.4 lbs)
Checked in baggage allowance is 20 kg
The seat in aircraft you can choose free of charge online or you can let us know what
you prefer and we will do it for you.
On arriving
On arriving to Amsterdam airport (Schiphol) the event representative Looij Floris will
meet you at the exit .He will transfer you on the minibus to hotel which was booked
for 16 people. Distance from airport to hotel is 30 minute and return transfer cost
£327.64.
Around 13:00 hour you will arrive at the hotel, and then you will check in at 13:00hrs,
one hour earlier than the hotel policy. We assumed that would be good to have time
to quickly refresh yourselves before the conference commences at 14:00.
Hotel accommodations, facilities and service
Breakfast is included and starts at 07:00 and closes at 11:00
Your rooms are en suite , have a safe (which will hold large laptop), iron, iron board,
hair dryer, climate control, TV, minibar ,king size bed and relaxing area at the
window which has a table and sofa.
Silk Road restaurant and Silk bar, special menus available.
Wellness centre offering a fitness area and a relaxation area
Free Wi-Fi available in room and in public area
Disabled access
Vending machines
Room service
24 hour front desk
Cash machine and currency exchange
Business centre ,Fax/photocopying
Gift shop
VIP room
Parking charges applicable
Tour desk and ticket service
4. 4
Conference itinerary
Day: 1
The first day of conference is a half day and will start at 14:00 and will finish at
19:00. Looij Floris will meet 96 delegates and will lead to the Zurich theatre hall for
the conference which is able to hold 150 people. Conference room are equipped with
the latest technical equipment such as wireless internet and all AV equipment. The
meeting room can be controlled by a small touchscreen remote control. All tables will
be set with Fairtrade linen.Looij Flooris will give you information about the hotel and
how to find toilets and other facilities too.
Equipment
Projector
White board
Pens
Paper notes for each candidate
Microphone
Speakers
It was organised that you will have break at 16:00 till 17:00 and you will have light
snack which will a finger buffet, tea, coffee, water and vegetarian options will be
available too. Table will be set up at the wall before the conference starts including
cutlery and crockery. Delegates can take food and can sit at their own tables. They
will have time to communicate with each other as they will have an hour break. The
conference will finish at 19:00 and we reserved a dinner table for 16 people at Silk
Restaurant. Afterwards you may retire to the rooms and have a rest or you are
welcome to stay at the Silk bar.
Day: 2
Conference will start at 09:00 till 17:00.
At 10:30 tea, coffee, biscuits and water will be available for you in conference room.
Lunch at 12:00 till 13:00 will be similar as described on the first day. Second break
will be at 15:00 till 15: 20 and tea, coffee, biscuits and water will be served. After
conference one of the hotel staff will show you various facilities in the hotel, which
you may like to use in your spare time.
At the 18:00 you will enjoy dinner at Zasa’s restaurant where you will have a choice
of international food. Cost per adult £25/€30.26
5. 5
Four day excursion itinerary
Day: 3
05 November 2014 will be your first day of team building activity, a 3 hour guided
bike tour of Historical Amsterdam. Hotel tour organiser will wait for you in the lobby
at 09:30 and will be with you all through bike tour. This excursion will be interesting
visiting famous canals, the Anne Frank House, the Van Gogh Museum, the Red
Light District, and many other interesting places. We are sure you will have good fun
and a memorable day like prior surprised and contented clients.
Bike tour will finish at 13:00 and we booked a nice restaurant at Bussia, an Italian
restaurant located in the city centre of Amsterdam. It was booked for 16 and we paid
deposit to secure booking the full amount we will pay when you finish your dinner. It
will be menu for you set up which you will allowed to choose on £30/€36.31 main
course, desert and drinks. On the end back to hotel or you decide for yourself what
you want to do in evening as you can use the free activities in the hotel.
Day: 4
Second excursion is an organised quiz game called I love Holland. Looij Floris will
wait for you in the morning at 09:30 and the activity will start at 10:00 it will be 1.5
hour long. Holland quiz is challenging and enjoyable game, which suits for the group
of friends or colleagues. You will divide into two groups “ orange “ team and “
Holland “ team, then you have to answer questions related to Holland and some
funny questions about your colleagues and your boss. Holland quiz will give good
chance to communicate with your colleagues.
After this activity you can have the rest of the day for yourself. There is an
International film festival in Amsterdam in November you might be interested to go
and see films or visiting stars on your own time.
Day: 5
On the third day of your team building activity we have booked Lip dub Making. It will
start at 10:00 till 13:00 and professional guidance will be waiting at the lobby at
09:15. Lipdub making you colleagues have to make a lip synch video clip. You will
make spontaneous video in one take in which each candidate hopes for a few
seconds of fame.
After end of the activity you will go back to the hotel and prepare to go enjoy a dinner
at the Max restaurant, which was reserved for 16 people. It will be available 3 main
courses on your choice, dessert and any drinks you may choose, total amount for
lunch £20/€24.21.
6. 6
Day: 6
On the last day, which is 08 November 2014 before your flight home we organised a
bus tour around city. Looij Floris will wait you in the lobby at 08:30 and will take you
to the city centre for the bus tour which will depart at 09:00. It was organising that
your baggage’s you could leave at hotel lockers. At 11:30 you will be back to hotel
and the minibus will take you to the airport.
Additional information
Currency is euro rate are 1.00GBP = 1.21328 EUR
Population : approximately 820,500 (city)
Advise to get EHIC card because if something does happened and you need
emergency healthcare then without EHIC card you will have to pay. If you
already have one and due to expire you can easy apply for new one by
calling on 08456062030.
In The Netherland by law you must to carry official ID with at all time and to
show to police on their request.
Keep safe you’re personal ID as pickpockets are present in Amsterdam.
Red light district it is placing where is legal cannabis drugs cafes. We would
advise that women should avoid these places as it not safe it could abused
by people who visit that type of place.
Weather in November similar to Scotland and we would advise to take water
proof jacket.
Please take with you warm cloth, trainers for the activities, smart cloth for
your dinners.
Valid passport at list 6 month.
Official language is Dutch spoken by most all people in the Netherland
Emergency service working 24 hours
Event in November is Film festival
Souvenirs you can buy baseball cap, T-shirts and wall plate Kolkje
A lot of upscale designer shops, vintage and boutiques stores in city centre
Be aware some menu in restaurants and cafes added cannabis as it legal in
Netherland.
Debit card, master card can be used to pay for the goods and euros.
Communicationwith the client
To continue to provide an excellent customer care we will arrange to meet face to
face and personally forward pack of the conference venue. On the same time it will
be convene to discuss any issue or any changes do be made on your request.
7. 7
Totalsummery
Items Price per adult Amount of people Total
Flight £ 169.90 16 £2,548.50
Accommodation for
5 day
£114.53 16 £9,162.40
Conference facility
½ day
£1,094.63 96 £1,094.63
Conference facility
full day 2
£1,536.61 96 £1,536.61
Catering 1first day £30 96 £2,880
Catering second
day
£30 96 £2,880
Transportation £327.64 16 £327.64
Lunch at Bussia £30.00 16 £480
Dinner at Max £20.00 16 £320
Dinner at Zasa’s £25.00 16 £400
Tour bike £16.40 16 £262.40
Holland quiz £14.61 16 £233.76
Lip dub video
maker
£22.69 16 £363.04
Bus tour £23.13 16 £370.08
Money for
emergency
- - £140.94
Total for menu was spend £22,859.06
Left budget for an emergency return ticket £140.94
8. 8
Bibliography
1. https://www.klm.com/travel/gb_en/apps/ebt/ebt_shopping_cart.htm?execution=e1s2&count
ryCode=GB&_eventId=customize - whereKLM tickets I have to book
2. http://www.booking.com/searchresults.html?aid=367707;do_availability_check=on;checkin_
monthday=03;checkin_year_month=2014-
11;checkout_monthday=08;checkout_year_month=2014-11;city=-
2140479;selected_currency=GBP;label=iata-
AMS;order=popularity;lang=en;error_url=https%3A%2F%2Fwww.booking.com%2Fgeneral.htm
l%3Faid%3D367707%3Bselected_currenc - this is where I was looking for best rate for the
hotels
3. http://www.skyscanner.net/transport/flights/glas/ams/141103/141108/airfares-from-
glasgow-to-amsterdam-in-november-2014.html?rtn=1–this where I found my direct
flights
4. https://www.google.co.uk/webhp?source=search_app&gws_rd=cr&ei=XlkPU8iFLMPmywOs7o
L4Ag#q=amsterdam+hotels+with+conference+facilities –this where I was
searching for hotels with the conference facilities
5. http://www.getyourguide.com/amsterdam-l36/amsterbike-historical-bike-tour-t31310/ - this
whereI found bicycle tour
6. http://amsterdamcitytours.rezgo.com/details/25344/blowkarting?_ga=1.178463655.20075428
27.1393592925 - this where I found bloc karting activity.
7. http://www.amsterdamseuitjes.nl/post/sportieve_activiteiten/490/Highland-Park-Game -
8. www.com1 cares.com– To hire a minibus for transportation
9. http://uk.ask.com/question/how-far-from-schiphol-airport-to-amsterdam-
city-centre - found distance fromairportto Amsterdamcity
10.http://goamsterdam.about.com/od/amsterdammonthlyguides/a
/November-In-Amsterdam-Travel-Advice-Weather-And-
Events.htm - found information about weather for November
11.http://wwp.greenwichmeantime.com/time-zone/europe/european-
union/the-netherlands/currency/ - found currency and converter
9. 9
12.http://en.wikipedia.org/wiki/Culture_of_the_Netherlands#Language –
found culture of Netherland people
13.http://www.mydestination.com/amsterdam/usefulinfo/6175101/health-
and-medical-information - Health information
14.Travel and Tourismbook1 level 3, Author Gillian Dale, Published by
Pearson Education Limited, Publication in England and Wales. Firstwas
published. in 2010.
15. 1,000 Places To See Before You Die -Author Patricia Schultz, published by
company Inc. in September 2003 in USA
16.“ Worldwidedestinations “sixedition which were published in 2012 by
Routledge, Printed and bound in GREAT Britain by Ashford Colour Press
Ltd. Gosport, Hampshire.
17. “Great place to stay” Author Polly Manguel, firstwas published in Great
Britanie in 2012 by Bounty book
18.https://book.omegaflightstore.com/payment.php?dbb257e6-b1b5-11e3-
bb41-b8ac6f12e696=&pt1 ( found cheaper flights than previews)
