Intermediate 2 Administration Outcome 5Intermediate 2 Administration Outcome 5 11

Administrative Administrative ServicesServices

Arranging business travel and Arranging business travel and accommodationaccommodation

Intermediate 2 Administration Outcome 5 2

Gathering info for a business Gathering info for a business triptrip

► name and department of the employee(s) name and department of the employee(s) going on the business tripgoing on the business trip

► destinationdestination► purpose of the trippurpose of the trip► dates dates ►method of travel preferredmethod of travel preferred► type of accommodation required (if type of accommodation required (if

necessary)necessary)► budgetbudget► any special requirements e.g. wheelchair any special requirements e.g. wheelchair

access or special diet.access or special diet.

Intermediate 2 Administration Outcome 5 3

Travel & Accommodation Request Travel & Accommodation Request FormsForms

► pre-printed request formpre-printed request form► ensures the administrator receives the essential ensures the administrator receives the essential

travel and accommodation requirementstravel and accommodation requirements► the request is signed, there should be no the request is signed, there should be no

dispute as to what was requested or required.dispute as to what was requested or required.►misunderstandings resulting in unsuitable travel misunderstandings resulting in unsuitable travel

arrangements, long delays, missed arrangements, long delays, missed appointments and unsuitable accommodation appointments and unsuitable accommodation can be very costly to an organisationcan be very costly to an organisation

► all bookings must be confirmed in writing – fax, all bookings must be confirmed in writing – fax, e-mail, memo e-mail, memo

Intermediate 2 Administration Outcome 5 4

Booking travel and Booking travel and accommodationaccommodation

► Sources of information: Sources of information: travel agent or, travel agent or, increasingly, on the Internet:increasingly, on the Internet:

► travel timetables, eg Scotrail timetabletravel timetables, eg Scotrail timetable► directories, eg Guest Houses in the UKdirectories, eg Guest Houses in the UK► hotel guides, eg Stakis Hotel brochurehotel guides, eg Stakis Hotel brochure►maps, eg AA British Road Mapmaps, eg AA British Road Map► brochures, eg Short Breaks brochuresbrochures, eg Short Breaks brochures► CD-ROM, eg AutoRoute ExpressCD-ROM, eg AutoRoute Express

Intermediate 2 Administration Outcome 5 5

Travel AgentsTravel Agents

►Experience in arranging travel and Experience in arranging travel and accommodation for businesses can be accommodation for businesses can be very valuable to the administrator. very valuable to the administrator.

►May be able to obtain better rates May be able to obtain better rates when booking travel and when booking travel and accommodation.accommodation.

►Have confidence the information the Have confidence the information the travel agent is using is up-to-date.travel agent is using is up-to-date.

Intermediate 2 Administration Outcome 5 6

The InternetThe Internet

► Up-to-date information can be accessed Up-to-date information can be accessed from travel, accommodation and holiday from travel, accommodation and holiday web sites on the Internet, for example:web sites on the Internet, for example: www.britishairways.com/flights;www.britishairways.com/flights; www.flybritishmidland.comwww.flybritishmidland.com www.paris.org/Accueil;www.paris.org/Accueil; www.rail.co.ukwww.rail.co.uk

► Travel and hotel bookings, many with Travel and hotel bookings, many with discounted rates, can be made over the discounted rates, can be made over the Internet.Internet.

► Can save a great deal of time in gathering Can save a great deal of time in gathering information together. information together.