Travel Arrangements

A manual for Administrative Profesionals

1. TRAVEL ARRANGEMENTS

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. Travel Arrangements - Carmen Fischer 2

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 . Travel Arrangements - Carmen Fischer 3

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. Travel Arrangements - Carmen Fischer 4

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 Travel Arrangements - Carmen Fischer 5

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. Travel Arrangements - Carmen Fischer 6

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 Travel Arrangements - Carmen Fischer Date Departure Information Location Sunday April 1, 2012 2:00 p.m. (14:00) Oakville United Taxi pick up at: 555 Speers Road Oakville, ON To: Pearson International Airport Terminal 1 5:00 p.m. (17:00) Leave Toronto Air Canada Flight # 130 To: Montreal Dorval Airport 6:30 p.m.(18:30) Arrive in Montreal Taxi to Four Seasons Hotel Reservation #:V122 Check-In Friday April 6, 2012 4:00 p.m.(16:00) Taxi pick up at: Four Seasons Hotel Taxi from Hotel to Dorval Airport 6:00 p.m.(18:00) Leave Montreal for Toronto Air Canada Flight #:190 To: Pearson International Airport Terminal 1 7:30 p.m.(19:30) Arrive at Pearson International Airport Terminal 1 Taxi to home 7

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 Accommodation , Meals and Other expenses Travel Arrangements - Carmen Fischer Date From-To Own Car Taxi Paid by Receipt # Cost April 2 Hotel- Conf. Center x Credit Card 567 $20.00 Date Hotel Name Amount Accommodation Breakfast Lunch Dinner Other expense Receipt # Paid by April 2 Four Seasons $30.00 x 3256 Credit Card April 6 Four Seasons $ 500.00 x Credit Card 8

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 Travel Arrangements - Carmen Fischer 9

10. References Travel Industry Council of Ontario Pitman Office Handbook – Joan I. Campbell 5 th Edition The Travel Detective – Peter Greenberg Internet Explorer Travel Arrangements - Carmen Fischer 10