The document discusses travel arrangements, including:
1) Using travel agencies or booking directly online, with travel agencies providing services like reservations and documentation.
2) When booking directly, researching options online or by phone and having necessary booking information available.
3) Additional arrangements that may be needed like rental cars, hotels, and transportation to/from airports.
4) Steps for preparing an itinerary, tracking expenses, and obtaining reimbursement.
The document discusses making travel arrangements for a boss's business trip. It describes considering the purpose of the trip, desired transportation and lodging, and confirming basic travel details with the boss. Arrangements can be made either through a travel agency, where the agency can help with recommendations and bookings, or by an administrative assistant directly making reservations online or by phone for things like flights, rental cars, hotels, and electronic tickets. Important steps include creating an itinerary, gathering necessary documents, and doing a pre-trip checklist. Additional precautions may be needed for international travel.
The document discusses the importance of reservations for both hotels and guests. It provides assurances and choices for guests while helping hotels with planning, expenses, revenue management and more. The document then covers reservation definitions, processes, systems used (manual, semi-automated, automated), types of reservations, modes of booking, sources of reservations, and other key aspects like cancellation policies, amendments and various reports used for reservations.
This chapter discusses making travel arrangements, including planning trips, arranging travel such as flights and hotels, and following through before, during, and after a business trip. It emphasizes asking questions about company policies, providing necessary trip information, booking reservations through travel agencies or online, understanding timetables and classes of air travel. The chapter also covers ethical expense reporting and being aware of cultural differences during international travel.
The document discusses concepts related to costing in the travel and tourism industry. It describes how full costing includes all fixed and variable costs to compute the total cost per unit of output. It then outlines the various components that make up the costs of a tour, including hotels, meals, transportation, guides and other miscellaneous expenses. Finally, it discusses how travel agents calculate pricing by adding a markup to the total costs.
This document outlines the reservation process for hotels. It defines types of reservations like guaranteed and non-guaranteed and describes how to handle reservation inquiries, confirmations, changes and cancellations. It also discusses tracking availability, sources of reservations like central reservation systems, and generating management reports from reservation data. The goal is to have efficient procedures to ensure guestrooms are ready upon guest arrival.
Heather is arranging a business trip for her boss, Mr. Burns, to attend an awards ceremony in New York. She must gather travel information, book flights and accommodation, provide documentation, and reimburse any expenses. An itinerary is created to outline the trip details. Feedback after the trip will help evaluate the business travel arrangements and plan future trips.
PPT for students of 2nd semester of hotel management, it gives a brief but adequate understanding of the concepts related to Guest Cycle in modern hotels.
The document discusses making travel arrangements for a boss's business trip. It describes considering the purpose of the trip, desired transportation and lodging, and confirming basic travel details with the boss. Arrangements can be made either through a travel agency, where the agency can help with recommendations and bookings, or by an administrative assistant directly making reservations online or by phone for things like flights, rental cars, hotels, and electronic tickets. Important steps include creating an itinerary, gathering necessary documents, and doing a pre-trip checklist. Additional precautions may be needed for international travel.
The document discusses the importance of reservations for both hotels and guests. It provides assurances and choices for guests while helping hotels with planning, expenses, revenue management and more. The document then covers reservation definitions, processes, systems used (manual, semi-automated, automated), types of reservations, modes of booking, sources of reservations, and other key aspects like cancellation policies, amendments and various reports used for reservations.
This chapter discusses making travel arrangements, including planning trips, arranging travel such as flights and hotels, and following through before, during, and after a business trip. It emphasizes asking questions about company policies, providing necessary trip information, booking reservations through travel agencies or online, understanding timetables and classes of air travel. The chapter also covers ethical expense reporting and being aware of cultural differences during international travel.
The document discusses concepts related to costing in the travel and tourism industry. It describes how full costing includes all fixed and variable costs to compute the total cost per unit of output. It then outlines the various components that make up the costs of a tour, including hotels, meals, transportation, guides and other miscellaneous expenses. Finally, it discusses how travel agents calculate pricing by adding a markup to the total costs.
This document outlines the reservation process for hotels. It defines types of reservations like guaranteed and non-guaranteed and describes how to handle reservation inquiries, confirmations, changes and cancellations. It also discusses tracking availability, sources of reservations like central reservation systems, and generating management reports from reservation data. The goal is to have efficient procedures to ensure guestrooms are ready upon guest arrival.
Heather is arranging a business trip for her boss, Mr. Burns, to attend an awards ceremony in New York. She must gather travel information, book flights and accommodation, provide documentation, and reimburse any expenses. An itinerary is created to outline the trip details. Feedback after the trip will help evaluate the business travel arrangements and plan future trips.
PPT for students of 2nd semester of hotel management, it gives a brief but adequate understanding of the concepts related to Guest Cycle in modern hotels.
The document outlines hotel check-in procedures. It discusses registration requirements, including collecting guest information and identification. It also covers different check-in procedures for various guest types like foreigners, VIPs, groups, and walk-ins. Room assignments are based on status codes that indicate availability. Procedures are more streamlined for VIPs, who may receive amenities and a personal attendant, while groups are handled by registering with a group leader.
An introduction of the concept of tour guiding as a concept and as a profession. This presentation was created to augment the lecture on the same subject for the students of the College of International Tourism and Hospitality Management (CITHM) of the Lyceum of the Philippines - Cavite Campus for the subject Tour Guiding Services.
Unit 5 - Arranging and Paying for Business Travel & AccommodationRobbieA
The document discusses procedures for arranging and paying for business travel and accommodation. It explains that administrative assistants are responsible for arranging travel based on information from employees' travel request forms. These forms provide important details like travel dates and budgets. The assistant then books travel and accommodation using various sources like the internet, following company policies. Various transportation and accommodation options are considered, balancing factors like cost, convenience and meeting needs.
A PowerPoint presentation for the students of second semester in Hospitality Management colleges.
The presentation contains lot of images and graphics for ease of understanding; and text has been minimised so as to reduce the sleeping effect, which prolonged reading has on the current generation of learners.
This document provides details on planning and preparing an itinerary, including:
- An itinerary outlines a travel route, including destinations, dates, times, transportation and other logistical details. It provides information for both travelers and tour guides.
- When working with a travel agency, an agent helps develop a master itinerary scheduling flights, hotels, activities and transportation for a vacation package.
- A well-planned itinerary accounts for travel times, time zone differences, transportation connections and visa requirements to ensure the planned route and schedule can be completed as intended.
A travel agency helps arrange transportation, accommodations, tours, and trips for travelers. It makes arrangements for people who want to travel. A travel agency has several departments including marketing, sales, advertising, research and development, public relations, finance, accounting, international tourism, domestic travel, and documentation to help plan trips and deal with foreign exchange.
Hotel reservations involve booking rooms for guests prior to their arrival. The reservation process records guests' room requests and payment details. Reservations are important for generating future revenue and ensuring accommodations are prepared. There are various sources of reservations like travel agents, corporations, and individual travelers. Reservations can be made verbally, in writing, or online. They are recorded either manually or using automatic/semi-automatic systems. Making, amending, and cancelling reservations are important functions for hotels.
The document provides information on travel agencies, tour operators, and the tourism industry in the Philippines. It discusses the key roles and functions of travel agencies and tour operators, how they differ, and the services they provide. It also outlines the steps to set up a travel agency, including the requirements for sole proprietorships, partnerships, and corporations. The summary discusses the main types of travel documents, tours, and reasons why people utilize tour operators and travel agencies.
This document outlines the key aspects of corporate travel management. It begins by explaining the value of corporate travel management in providing financial controls, policy adherence, and safety/efficiency. It then differentiates various types of corporate travelers and describes their characteristics. The document discusses corporate travel phases like identifying vendors, establishing policies/procedures, and reporting/analysis. It also defines concepts like MICE travel, intranets/extranets, and cost-plus models in corporate travel management. The overall aim is to understand all facets of organizing business travel for companies.
Important Travel Requirements (Travel Agency & Tour Operations)Md Shaifullar Rabbi
The document provides information about important travel documents required for travel, including:
1. A passport is the primary travel document required that also serves as proof of nationality. Other documents like national identity cards or driver's licenses may serve as travel documents in some cases.
2. Other required documents include tickets, valid visas for the destination country if required, travel insurance, and proof of accommodation and funds. Additional documents may be needed for children or infants.
3. The document outlines the types of visas available for Bangladesh including tourist visas, business visas, student visas and more. It provides the requirements and documents needed for each visa type.
4. Travel insurance and compensation funds are also
Procedure for receiving message on telephone and in person
paging and types of paging a guest
Handling guest room key cards
Processing of key cards
Handling guest mail
Wake up call
procedure of room change
Guest complaints and types
The document discusses the process for taking customer reservations at a hotel front desk, including:
1. Recording all customer details accurately in the reservation system for easy access by others.
2. Checking any customer history to provide personalized service and improve the experience.
3. Entering any special requests clearly and filing the reservation according to procedures.
4. Preparing documents and materials for the customer according to the reservation details.
Techniques in Tour Guiding 2018 by Paul OlolaWhistling Crow
Tour Guiding is increasingly gaining traction in tourism generating regions with guides expected to play multiple roles towards ensuring visitors have an enjoyable, memorable and meaningful experience. The lecture presentation discusses the different facets of guiding skills and techniques required for top-notch guiding.
This document provides information about international time zones and calculating elapsed flying time. It includes:
1) An explanation of the 24-hour time system and time zone abbreviations like Zulu Time, A.M., P.M., and meridian.
2) A map showing the world's 24 time zones ranging from -12 to +14 hours from GMT/Zulu Time.
3) Steps for manually computing the time difference between countries and converting between local times.
4) An example of calculating elapsed flying time between New York and Munich by converting the local departure and arrival times to GMT.
The tour commentary is the tour guides primary tool of trade. Excellent tour guides pay attention to how they delivery their commentary on every tour by striving for continuous improvement. The slide explores some of the ways a tour guide can use his or her tour commentary to achieve excellence in guiding.
The document discusses the second stage of the guest cycle, which is arrival, pre-registration, registration, room assignment, and rooming. It covers topics like the registration process, check-in procedures for different guest types, documents generated during check-in, and ensuring a pleasant guest experience during arrival and room assignment. The key moments of truth during this stage are making a memorable first impression on guests and handling the registration process efficiently yet personalized for each guest.
This document discusses travel agencies and tour operators. It defines travel agencies as firms that sell travel services like tours, transportation, accommodation, and sightseeing to customers. Tour operators are wholesalers that assemble travel package components and design tours. The key differences are that tour operators are responsible for providing the actual vacation services while travel agencies sell packages from various tour operators to clients. Both play important roles in the tourism industry by distributing tourism services and providing customer assistance.
MS.TLE Functions of travel management companyNym Unknw
The document discusses the functions of travel management companies (TMCs). TMCs assist travelers by providing expertise, recommending destinations and services that suit clients' needs, assisting with travel documents, making travel arrangements, and helping with refunds and cancellations. TMCs earn revenue through negotiated professional fees, commissions from suppliers in the form of rate-minus or net-plus agreements, service fees for assisting with documents, and rebates or incentives for booking large groups. The document provides examples of how TMCs earn fees and commissions on bookings.
This document provides a summary of information about traveling to Mumbai, India. It includes details on when to visit, languages spoken, currency, health risks, tips for dressing appropriately, and how to make hotel and flight reservations. The main points covered are that Mumbai has a tropical climate best visited between October and March, Hindi and English are commonly spoken, the currency is the Indian rupee which can be obtained through eZforex, and drinking bottled water and being aware of health risks is advised. Contact information is provided for visa assistance and international travel reservations.
The document outlines hotel check-in procedures. It discusses registration requirements, including collecting guest information and identification. It also covers different check-in procedures for various guest types like foreigners, VIPs, groups, and walk-ins. Room assignments are based on status codes that indicate availability. Procedures are more streamlined for VIPs, who may receive amenities and a personal attendant, while groups are handled by registering with a group leader.
An introduction of the concept of tour guiding as a concept and as a profession. This presentation was created to augment the lecture on the same subject for the students of the College of International Tourism and Hospitality Management (CITHM) of the Lyceum of the Philippines - Cavite Campus for the subject Tour Guiding Services.
Unit 5 - Arranging and Paying for Business Travel & AccommodationRobbieA
The document discusses procedures for arranging and paying for business travel and accommodation. It explains that administrative assistants are responsible for arranging travel based on information from employees' travel request forms. These forms provide important details like travel dates and budgets. The assistant then books travel and accommodation using various sources like the internet, following company policies. Various transportation and accommodation options are considered, balancing factors like cost, convenience and meeting needs.
A PowerPoint presentation for the students of second semester in Hospitality Management colleges.
The presentation contains lot of images and graphics for ease of understanding; and text has been minimised so as to reduce the sleeping effect, which prolonged reading has on the current generation of learners.
This document provides details on planning and preparing an itinerary, including:
- An itinerary outlines a travel route, including destinations, dates, times, transportation and other logistical details. It provides information for both travelers and tour guides.
- When working with a travel agency, an agent helps develop a master itinerary scheduling flights, hotels, activities and transportation for a vacation package.
- A well-planned itinerary accounts for travel times, time zone differences, transportation connections and visa requirements to ensure the planned route and schedule can be completed as intended.
A travel agency helps arrange transportation, accommodations, tours, and trips for travelers. It makes arrangements for people who want to travel. A travel agency has several departments including marketing, sales, advertising, research and development, public relations, finance, accounting, international tourism, domestic travel, and documentation to help plan trips and deal with foreign exchange.
Hotel reservations involve booking rooms for guests prior to their arrival. The reservation process records guests' room requests and payment details. Reservations are important for generating future revenue and ensuring accommodations are prepared. There are various sources of reservations like travel agents, corporations, and individual travelers. Reservations can be made verbally, in writing, or online. They are recorded either manually or using automatic/semi-automatic systems. Making, amending, and cancelling reservations are important functions for hotels.
The document provides information on travel agencies, tour operators, and the tourism industry in the Philippines. It discusses the key roles and functions of travel agencies and tour operators, how they differ, and the services they provide. It also outlines the steps to set up a travel agency, including the requirements for sole proprietorships, partnerships, and corporations. The summary discusses the main types of travel documents, tours, and reasons why people utilize tour operators and travel agencies.
This document outlines the key aspects of corporate travel management. It begins by explaining the value of corporate travel management in providing financial controls, policy adherence, and safety/efficiency. It then differentiates various types of corporate travelers and describes their characteristics. The document discusses corporate travel phases like identifying vendors, establishing policies/procedures, and reporting/analysis. It also defines concepts like MICE travel, intranets/extranets, and cost-plus models in corporate travel management. The overall aim is to understand all facets of organizing business travel for companies.
Important Travel Requirements (Travel Agency & Tour Operations)Md Shaifullar Rabbi
The document provides information about important travel documents required for travel, including:
1. A passport is the primary travel document required that also serves as proof of nationality. Other documents like national identity cards or driver's licenses may serve as travel documents in some cases.
2. Other required documents include tickets, valid visas for the destination country if required, travel insurance, and proof of accommodation and funds. Additional documents may be needed for children or infants.
3. The document outlines the types of visas available for Bangladesh including tourist visas, business visas, student visas and more. It provides the requirements and documents needed for each visa type.
4. Travel insurance and compensation funds are also
Procedure for receiving message on telephone and in person
paging and types of paging a guest
Handling guest room key cards
Processing of key cards
Handling guest mail
Wake up call
procedure of room change
Guest complaints and types
The document discusses the process for taking customer reservations at a hotel front desk, including:
1. Recording all customer details accurately in the reservation system for easy access by others.
2. Checking any customer history to provide personalized service and improve the experience.
3. Entering any special requests clearly and filing the reservation according to procedures.
4. Preparing documents and materials for the customer according to the reservation details.
Techniques in Tour Guiding 2018 by Paul OlolaWhistling Crow
Tour Guiding is increasingly gaining traction in tourism generating regions with guides expected to play multiple roles towards ensuring visitors have an enjoyable, memorable and meaningful experience. The lecture presentation discusses the different facets of guiding skills and techniques required for top-notch guiding.
This document provides information about international time zones and calculating elapsed flying time. It includes:
1) An explanation of the 24-hour time system and time zone abbreviations like Zulu Time, A.M., P.M., and meridian.
2) A map showing the world's 24 time zones ranging from -12 to +14 hours from GMT/Zulu Time.
3) Steps for manually computing the time difference between countries and converting between local times.
4) An example of calculating elapsed flying time between New York and Munich by converting the local departure and arrival times to GMT.
The tour commentary is the tour guides primary tool of trade. Excellent tour guides pay attention to how they delivery their commentary on every tour by striving for continuous improvement. The slide explores some of the ways a tour guide can use his or her tour commentary to achieve excellence in guiding.
The document discusses the second stage of the guest cycle, which is arrival, pre-registration, registration, room assignment, and rooming. It covers topics like the registration process, check-in procedures for different guest types, documents generated during check-in, and ensuring a pleasant guest experience during arrival and room assignment. The key moments of truth during this stage are making a memorable first impression on guests and handling the registration process efficiently yet personalized for each guest.
This document discusses travel agencies and tour operators. It defines travel agencies as firms that sell travel services like tours, transportation, accommodation, and sightseeing to customers. Tour operators are wholesalers that assemble travel package components and design tours. The key differences are that tour operators are responsible for providing the actual vacation services while travel agencies sell packages from various tour operators to clients. Both play important roles in the tourism industry by distributing tourism services and providing customer assistance.
MS.TLE Functions of travel management companyNym Unknw
The document discusses the functions of travel management companies (TMCs). TMCs assist travelers by providing expertise, recommending destinations and services that suit clients' needs, assisting with travel documents, making travel arrangements, and helping with refunds and cancellations. TMCs earn revenue through negotiated professional fees, commissions from suppliers in the form of rate-minus or net-plus agreements, service fees for assisting with documents, and rebates or incentives for booking large groups. The document provides examples of how TMCs earn fees and commissions on bookings.
This document provides a summary of information about traveling to Mumbai, India. It includes details on when to visit, languages spoken, currency, health risks, tips for dressing appropriately, and how to make hotel and flight reservations. The main points covered are that Mumbai has a tropical climate best visited between October and March, Hindi and English are commonly spoken, the currency is the Indian rupee which can be obtained through eZforex, and drinking bottled water and being aware of health risks is advised. Contact information is provided for visa assistance and international travel reservations.
A10 Networks has launched a new partnership with American Express Global Business Travel to simplify business travel booking. This allows employees to book travel through the online booking tool Concur Travel. The benefits include airfare being charged directly to A10 and not the employee's personal credit card. Employees can still expense hotels and car rentals to their personal cards. The system provides easy online booking 24/7 with assistance available. It also offers travel preferences, notifications, and centralization of travel plans.
Marylou Hartman is seeking employment as a travel agent with over 30 years of experience in the field. She has a proven track record of conversing with customers, computing costs, and booking reservations. Her most recent roles include working as a vacation consultant and destination coordinator for American Express Travel.
The document provides an overview of XYZ Corporation, a travel management company with offices in Egypt, Dubai, and Los Angeles. It details XYZ's services, which include ticketing, tourism, meetings and conferences, transportation, and visas. XYZ aims to offer personalized customer service and satisfy the travel needs of its corporate clients in a cost-effective manner.
Tpi Corporate Power Point Presentation Loradkeizer
TPI is Canada's largest network of independent travel consultants with over 750 consultants across the country. They have been in business for 15 years and are accredited by several travel organizations. They offer both business and personal travel services including flight and hotel bookings, vehicle rentals, travel insurance, and assistance with conferences, cruises, tours and other vacation packages. They work to provide savings on travel costs and arrange travel more efficiently to save time. Consultants have extensive travel experience and resources to help plan trips and provide destination information and advice. They are available outside business hours and offer documentation and reminders to assist travelers. Travel insurance options are also discussed to protect travel investments and cover emergencies.
This document defines travel agencies and tour operators and outlines their major functions in the tourism industry. Travel agencies act as agents to make travel arrangements for clients, while tour operators assemble and operate package tours. Both serve important roles in connecting travelers to transportation, accommodation, and activities. However, the emergence of online booking has changed the traditional linkage between suppliers and consumers, with travel management companies now playing a central role in trip planning and coordination.
Deep Kalra founded Make My Trip in 2000 and started it out of a small office in New Delhi. It has since grown to become one of the largest online travel agencies in India, holding a major market share. Make My Trip offers a wide range of travel services like flight, hotel, bus, and train bookings through its website and mobile apps. It has expanded over the years to include international offices and provide additional services such as travel packages and car rentals. The company utilizes object-oriented programming and maintains customer databases to improve customer experience and offer personalized recommendations.
eZforex is a foreign currency exchange company that allows corporate travelers to purchase foreign currency online using a credit/debit card. Travelers can avoid fees associated with exchanging currency overseas and have the currency delivered to their home or office within 24 hours. eZforex has been in business since 1991 and provides a user-friendly website interface for companies and travelers. The average traveler exchanges $200 in foreign currency per trip and travels for 8 days overseas. eZforex offers rewards points for travelers that can be redeemed for gift cards with no limits on earnings.
This document discusses various types of trains and train systems. It begins by providing a brief introduction on what trains are and the different types of motive power that can propel trains. It then describes 20 different types of trains, including express trains, suburban trains, metro trains, toy trains, bullet trains, and the different types of locomotives like steam, diesel, and electric locomotives. The document provides details on each type, like their routes and purpose. Overall, it serves as a guide to the different train categories and systems that exist in India and around the world.
Travel Tour Agency Proposal PowerPoint Presentation SlidesSlideTeam
If your company needs to submit a Travel Tour Agency Proposal PowerPoint Presentation Slides look no further. Our researchers have analyzed thousands of proposals on this topic for effectiveness and conversion. Just download our template, add your company data and submit to your client for a positive response. https://bit.ly/3rYp8tp
TAKE GOOD CARE OF THE TOURISTS, AND WE WILL TAKE GOOD CARE OF YOU.
Tourism is the second most prosperous industry. Travel agencies have seen an increase in travel trends as a result of digitalization. Remote ticketing and hotel reservations have accelerated the travel agency business even further. Because they provide round-the-clock online service, accurate bookkeeping for travel agencies becomes technical. To properly perform accounting for a travel agency, a professional hand is required.
Improve the travel and tourism experience by improving every stage of hospitality. Concentrate on digital and comfort-conscious clients. Alter Services is here to help you with your travel agency's bookkeeping. We take exceptional care of our customers. We guarantee:
-Cash flow management that is effective
-Keeping the general ledger up to date to monitor the health of the travel agency
-Appropriate cash method revenue recognition
-Regularly maintain a transparent income statement to demonstrate your travel agency's profitability.
OTA stands for online travel agency. OTAs sell travel products like flights, hotels, and vacation packages on their websites. They work with global distribution systems and suppliers to provide inventory from airlines and hotels. When a customer books a hotel on an OTA site, the booking is not always instantly confirmed, as OTAs must check availability with partners. Comparison sites search multiple OTA sites at once but do not actually sell or book rooms themselves. OTAs often get better rates than going direct to hotels or airlines since they negotiate bulk deals.
The document defines travel agencies and travel management companies, describing their traditional roles as middlemen between vendors and customers and how they have evolved. It outlines the key functions of travel agencies and TMCs such as providing travel advice and making arrangements. It also discusses the organizational structure of travel agencies and TMCs and the process for setting one up, including necessary registrations and licenses.
TripIt Pro is a travel management tool that keeps travelers organized by automatically syncing all trip details like flights, hotels, and dining reservations into a single online itinerary accessible on any device. It also notifies users of travel changes through alerts and helps them save money by monitoring airfares for potential refunds. The tool provides additional benefits to travelers like access to loyalty programs, maps and directions, and privileges through partnerships with Hertz and Regus.
TripIt Pro is a travel management tool that organizes all trip details like flights, hotels, and dining reservations into a single online itinerary. It provides alerts about flight delays or cancellations and allows users to track loyalty points from multiple programs. In addition to keeping travelers organized, TripIt Pro aims to reduce costs for companies by monitoring airfares for potential refunds and providing access to VIP travel benefits and business lounges.
Vast amount of data is generated at every step of the travel cycle. How to convert this data to derive value for customers? Learn more through this whitepaper
Dream Come True Travel is a large travel management company that has been in business since 1966. It has over 40 locations worldwide and 800 employees. The document discusses Dream Come True Travel's full service travel management offerings, including negotiated rates that provide savings, an online booking portal, reporting tools, and expense management integration. It emphasizes the company's high level of customer service, experienced staff, and focus on helping clients control costs and manage compliance.
When planning a trip, use the IATA Travel Centre for personalized passport, visa and health requirements advice based on your personal details and itinerary. The COVID-19 travel regulations map will also guide you in relation with the the latest COVID-19 requirements. Both tools are powered by IATA Timatic. Since 1963, Timatic has been providing the latest travel document and regulation rules for over 220 countries collected from over 2,000 sources and updated in real-time up to 200 times a day. The database covers the following areas:
Passport requirements and recommendations
Visa requirements and recommendations:
Health requirements and recommendations
Airport tax information
Customs regulations concerning the import and export of goods and small pets
Currency regulations
News on regulation changes
2. Travel Arrangements - Carmen Fischer 2
Introduction
Planning a trip for business or pleasure involves different tasks. Depending on the size of
the organization or the type of business travel arrangements can be made through a
Travel Agency or directly on line.
3. Travel Arrangements - Carmen Fischer 3
Travel Agency
Definition of a Travel Agency:
A travel agency is a retail business that sells travel related products and services to customers on
behalf of suppliers. These suppliers include:
• Airlines
• Car Rentals
• Cruise Lines
• Hotels
• Railways
• Sightseeing tours
• Package holidays
In addition to dealing with ordinary tourists most travel agencies have a separate department devoted
to making travel arrangements for business travelers . Some agencies represent foreign travel
companies allowing them to have offices in different countries other than where just the headquarters
are located. Every country has different type of agencies for specific markets and all the agencies
have in common that they operate on a commission-basis meaning that for every service provided a
charge of a certain percentage is expected.
Services
Most of the travel agencies provide travel reservations, booking accommodation, car rentals, travel
documentation, and foreign currency puchases.
4. Travel Arrangements - Carmen Fischer 4
Benefits in using Travel Agencies
• Reduce the travel arrangement workload because they have instant access to all travel
related data
• Offer excellent advice on all travel services
• Knowledge of exchange rates, suitable clothing, travel insurance and climate conditions
How to select the right Travel Agency?
All agencies are controlled by the Travel Industry Council of Ontario, a self-managed, not-for-profit
corporation, responsible for administration and enforcement of the Ontario Travel Industry Act, 2002
and Ontario Regulation 26/05 on behalf of the Ontario government. The legislation governs all of the
approximately 2,500 travel retailers and travel wholesalers registered in Ontario. In addition, TICO
administers an industry-financed Travel Compensation Fund. This is a perfect source to verify the
reputation of an agency because all travel agencies must have a registration number that you can find
on the TICO website www.tico.ca. This organization regularly publishes a revocation list of agencies
that are not in compliance with the Act. There are other factors that are important to take into
consideration such as the size of the organization and the scope of services. The internet and social
media are important tools for research when looking at the reputation of a travel agency. Select at
least three agencies and make an appointment with a counseling agent to compare fees, terms and
referrals.
5. Travel Arrangements - Carmen Fischer 5
Booking directly in person or on line
When the administration staff is responsible to make the travel arrangement there are different resources with carriers
on the internet for no fee. Start by doing your research in the internet and check two or three airlines to compare fares
and schedules. The most convenient way to make a reservation is over the phone because you can ask as many
questions as you wish with the flight operator. Tickets are prepared when payment has been made or credit has been
established. The following is a list of information that you will be required to have handy when making a reservation:
• Name(s) of the traveler(s)
• Dates and preferred time of travel
• Departure and airport arrival time
• Class of service – First Class, Executive(Business) and Economy
• Method of payment – Credit Card
• Type of flight – Direct, scheduled, connecting flight, charter
• Frequent flyer plan/air miles #– Consult companies policies before registering with these programs.
• Timeframe for confirmation and cancellation
• Luggage allowance
• Check – in time at the airport
For locating the lowest airfares go to www.travelocity.com and for hotels and flight information for business travelers go
to www.thetrip.com . Additional information can be found at
www.travelweb.com, www.biztravel.com, www.ticketsprceline.com, www.expedia.com, www.airlinesticketsdirect.com
Getting to and from the airport
There are services provided by taxis and limousine companies at the airport and there are also airport buses that
operate from the major hotels. A useful resource is checking in the internet in the www.yellowpages.ca website
6. Travel Arrangements - Carmen Fischer 6
Rental Cars
Some companies quote unlimited distance rates and others a flat fee plus a charge per kilometer.
Reservations made in advance are important to compare rates. It is important to obtain all the
information that is included in the daily or weekly rental fee. You can find rental car companies at
http://www.airport-carrentals.com/
Hotel Accommodations
Before making a hotel reservation it is important to find out the number of people who are going to be
traveling, the type and size of room ( single, double, twin or suite) length of occupancy and arrival
and departure date. Always keep in mind the policies of the organization regarding travel budgets.
There are many ways of reserving hotel or motel accommodation:
• Large hotel chains provide toll-free telephone numbers, online booking websites and fax
numbers for travelers.
• A travel agent could arrange reservations
• An airline company might arrange discounted accommodation at designated hotels if the
staff travels with that airline.
Ask about a group rate or corporate discount and the extras offered such as continental breakfast or
discount coupons.
7. Travel Arrangements - Carmen Fischer 7
Itinerary and Reservations
Once you have made all the necessary reservations prepare an itinerary for the traveler and send it by
e-mail and print a copy for your records. Attach a copy of the itinerary sent by the airline and hotel
including information regarding the travel documents required such as Visa and passport. Prepare an
itinerary template that looks like the following:
Itinerary for John Reyes
Montreal April 1 – April 6, 2012
Date Departure Information Location
Sunday April 1, 2012 Oakville United Taxi pick up at: To: Pearson International Airport
2:00 p.m. (14:00) 555 Speers Road Terminal 1
Oakville, ON
5:00 p.m. (17:00) Leave Toronto To: Montreal Dorval Airport
Air Canada Flight # 130
6:30 p.m.(18:30) Arrive in Montreal Taxi to Four Seasons Hotel
Reservation #:V122
Check-In
Friday April 6, 2012 Taxi pick up at: Taxi from Hotel to Dorval Airport
4:00 p.m.(16:00) Four Seasons Hotel
6:00 p.m.(18:00) Leave Montreal for Toronto To: Pearson International Airport
Air Canada Flight #:190 Terminal 1
7:30 p.m.(19:30) Arrive at Pearson International Taxi to home
Airport Terminal 1
8. Travel Arrangements - Carmen Fischer 8
Travel expenses report
Once the people are back from their trip they will require to submit an expense report that looks like
the following template
Name: John Reyes Title: Marketing Manager
Department: Marketing Dates: April 2- April 6, 2012
Purpose: Annual Marketing Conference in Montreal
Transportation
Date From-To Own Car Taxi Paid by Receipt # Cost
April 2 Hotel- x Credit 567 $20.00
Conf. Card
Center
Accommodation , Meals and Other expenses
Date Hotel Amount Accommodatio Brea Lunc Dinner Other Receip Paid
Name n kfast h expens t# by
e
April Four $30.00 x 3256 Credit
2 Seaso Card
ns
April Four $ x Credit
6 Seaso 500.00 Card
ns
9. Travel Arrangements - Carmen Fischer 9
Travel Arrangement Notes
• Open a file for each business person who is travelling
• Have websites available for airlines and hotels for quick reference
• Have travel agencies, rental car and airlines contact information.
• Have links for customs information in your favorites.
• Pay attention to details and make traveler aware of bringing all original receipts for expense
reimbursement and policies regarding maximum expenditures.
• Be aware of special needs for the traveler
• Confirm all booking and reservations one week before the trip
• Keep updated all new information regarding the itinerary with the traveler.
• Remind the traveler to submit the expense report with his signature upon his return
10. Travel Arrangements - Carmen Fischer 10
References
• Travel Industry Council of Ontario
• Pitman Office Handbook – Joan I. Campbell 5th Edition
• The Travel Detective – Peter Greenberg
• Internet Explorer