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Travel Arrangements Chapter 11 Your Goals Make travel arrangements. Prepare an itinerary. Describe the responsibilities of administrative professionals regarding their executives’ trips. Maintain a positive attitude. Domestic Air Travel Preferred airline Class of flight

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your goals
Your Goals
  • Make travel arrangements.
  • Prepare an itinerary.
  • Describe the responsibilities of administrative professionals regarding their executives’ trips.
  • Maintain a positive attitude.
domestic air travel
Domestic Air Travel
  • Preferred airline
  • Class of flight
    • First-Class, Business-Class, Coach-Class
  • Seating Preference
flight classifications
Flight Classifications
  • First-Class

Most Expensive

Most luxurious

  • Business-Class

Larger seats

More expensive than coach

  • Coach-Class

Service is slower

Less leg room; seats closer

air travel considerations cont
Air Travel Considerations (cont.)
  • Special Services
    • Airline Clubs - lounge
    • Free Shuttle Service
    • Private Shuttle Service

Paper tickets

    • Charge additional fee.
  • E-tickets (email or Fax)
  • Changes or Cancellations

Extra charge.

Check with airline.

car travel
Car Travel
  • Used for limited miles.
  • Many executives use cars provided by companies.
  • If personal vehicle,

executives may be reimbursed on a per-mile basis.

  • Administrative Assistant may be responsible for determining the best route.

Research the Internet

AAA membership

rail travel
Rail Travel
  • Option if destination

is a short trip

  • Freedom to work during a trip
  • Less expensive
  • First-class and sleeping berths
other services while traveling
Most hotels provide access to:




Office Supplies

Fax Equipment

Administrative Assistance

If no service, see the concierges.

Other Services While Traveling
international travel
International Travel
  • Travel to other countries is common

for many company executives.

    • Interests include subsidiaries of the firm, separate firms, or partnerships with

firms in other countries.

international travel cultural differences
Information about other countries can be obtained by:

Contacting the “consulates” of the country.

Reading travel books available at libraries and bookstores.

Reading literature specifically about the country you are going to visit.

Taking travel seminars and short courses.

Researching on the Web

International TravelCultural Differences
cultural differences general rules
Cultural DifferencesGeneral Rules
  • Learn the appropriate greeting.
  • Learn the appropriate farewell.
  • Learn how to say please and thank you.
  • Find out the appropriate dress.
  • Research the customs.
cultural differences
Cultural Differences
  • Do not criticize the people or customs.
  • Business is more formal than the U.S.
  • Dress appropriately.
  • Eat what is offered you.
  • Be courteous and respectful!
scheduling appointments
Scheduling Appointments

Remember time zone changes!

  • Account for jet lag.
  • Avoid appointments the day before the executive leaves on a trip.
  • Avoid appointments the day after a trip.
executive business gifts
Executive Business Gifts

Generally appropriate if meeting officials for the first time.

Gifts should be small.

Be aware of customs and taboos. Textbook page 278

Take time to learn gift etiquette.

passports and visas
Passports and Visas

A passport is an official government document that certifies the identity and citizenship of an individual and grants the person permission to travel abroad. Passports are required in most countries.

A visa is a document granted by a government abroad that permits a traveler to enter and travel within a particular country.

A visa usually appears as a stamped notation indicating that the bearer may enter the country for a certain period of time.

  • Required in most countries.
  • Valid for ten years from the date issued.
  • Traveler must carry the passport with him or her at all times while abroad.
  • Never leave your passport anywhere.
passport requirements
Passport Requirements
  • A completed application
  • Proof of United States citizenship
  • Proof of identification
  • Two identical black/white or color 2”

x 2” photographs

  • The passport fee
making hotel reservations
Making Hotel Reservations
  • Preferred room rate
  • Choice of accommodations
  • Number of persons
  • Approximate arrival time
  • Length of stay
  • Method of payment
  • Exchange money
  • Rate of exchange
  • Leftover currency
  • Be aware of exchange rates
  • Euro displacing national currencies
health precautions
Health Precautions
  • Check with a physician
    • Easy to develop an illness.
    • Ask for medications.
    • Vaccination may be required.
  • Don’t drink the water unless it has been boiled, and don’t eat any type of fruit that has been peeled
making travel arrangements
Making Travel Arrangements
  • The dates and times of day for travel
  • Cities to be visited; times and locations for appointments or commitments
  • Hotel preferences
making travel arrangements cont
Making Travel Arrangements(cont.)
  • Car rental
  • Company account number or the executive’s credit card number
  • Transportation preferences including to the airport or train station
make travel arrangements
Make Travel Arrangements
  • Appointments
  • Funds
  • Materials
  • Person in charge
  • Correspondence
online reservations
Online Reservations
  • Major one-stop travel sites:
  • Special fares often:
    • Cannot be changed/upgraded
    • Not valid for standby
    • No frequent flyer credits
online reservations27
Online Reservations
  • Virtual travel agent is available any hour of the day.
  • Fares can be compared.
  • Last-minute special are advertised.
  • Hotels and cars may be booked online.
  • Travel advice and information is available.
  • Frequent flyer bonus miles may be available.
  • Weather information available.
responsibilities before the trip
Responsibilities Before the Trip
  • Prepare the itinerary.
  • Obtain travel funds.
  • Prepare materials for the trip.
  • Make calendar notations.
  • Confirm appointments.
  • Review what is to be done.

while the boss is away.

prepare the itinerary
Prepare the Itinerary

An itinerary is a detailed outline of the trip; a record of ALL trip arrangements for you and the executive.


March 1-2, 2006

Trip to San Francisco

Monday, March 1 (Dallas to San Francisco)

CST Leave Dallas—DFW Regional Airport, American Flight 55;

tickets are in briefcase. 9:30 a.m.

PST Arrive San Francisco—San Francisco International Airport;

arrangements have been made for car at Hertz; hotel reservations

are at the Airport Hilton, telephone: 555-0145 10:30 a.m.

PST Appointment with Peter Nelson of Nelson & Nelson in his

Office, 1214 Harwood Avenue, telephone: 555-0116;

correspondence file in briefcase. 2:00 p.m.

Tuesday, March 2 (San Francisco to Dallas)

PST Appointment with Roger Hall of San Francisco office;

reports in briefcase. 10:00 a.m.

PST Appointment with Carla Hampton of San Francisco office;

reports in briefcase. 2:00 p.m.

PST Leave San Francisco International Airport on American

Flight 43. 5:00 p.m.

CST Arrive Dallas—DFW Regional Airport. 10:00 p.m.

travel funds
Travel Funds
  • Companies differ in how they handle funds for trips.
    • Airline tickets usually charged to company credit card.
    • Hotels, meals, and car rental may be charged on a company credit card.
    • Some companies give cash advances.
    • Other companies require travelers to pay own expenses; reimbursed later.
    • Credit Cards
    • Traveler’s Checks
prepare and organize materials
Prepare and Organize Materials
  • Miscellaneous items to be included

in a briefcase.

    • E-ticket or plane ticket
    • Itinerary
    • Credit cards, traveler’s checks
    • Hotel confirmation
    • Special materials, reports, etc.
    • Presentation Notes
    • Laptop and disks
    • Etc.
responsibilities while employer is away
Responsibilities While Employer is Away
  • Handle messages, appointments, and correspondence
  • Make decisions
  • Maintain a positive attitude
  • Use time wisely
posttrip briefing
Posttrip Briefing
  • Update
  • Expense reports
  • Correspondence
  • Telephone Calls

Travel is a way of life for most business executives; and with our global economy the amount of international travel has increased considerably.

Administrative assistants must be familiar with the types of service available. Your goal is to make the executive’s travels problem free.

Special thanks to Penny Xiong and

Alex Cosentino for helping to design some of these slides.

Office Procedures Fall 2004