PLANNING TRAVELLING ARRANGEMENTS

Using a corporate travel checklist will make the logistical challenge of travel planning and management less overwhelming. This travel planning checklist incorporates task lists for organising flights, hotels, car rental, etc. It also includes useful links to sites showing travel advisories, world public holidays, and inoculation and visa requirements for overseas destinations. Some tips to keep in mind:
a) Passport
• Check validity of traveller’s passport – passports should be valid for at least 6 months after date of arrival in destination country. Consider obtaining a second passport for convenience if the traveller is a frequent flyer. Both passports will be simultaneously valid.
b) Worldwide Flights
• Compare prices using a flight comparison website
• Check travel policy for traveller’s approved class of travel
• Before booking, compare prices using a flight comparison website like Expedia.co.uk
• Be aware of time zone impact on date/time of arrival
• Check traveller’s seating preference, dietary requirements, and air miles details.
• Obtain tickets/boarding pass in advance if preferred.
c) Worldwide Visas
• Check the embassy/consulate’s website for visa requirements, instructions and forms, or use the link below to find visa requirements by country. Remember that an inoculation certificate may be required when applying for a visa.
d) Hotels
• Check hotel reviews
• Make sure the hotel has service amenities (i.e. Wi-Fi, incoming/outgoing fax/voicemail)
• Specify the type of room required (i.e. standard, single occupancy double, etc)
• Specify smoking/non-smoking preference
• Check if customer parking is available
• Note booking reservation number
• Send traveller’s flight details to hotel upon confirmation
• Request that the room is held for late arrival (arrival after 1800 hrs), if applicable.
e) Car Hire
• Find out what type of hire car the traveller prefers (subject to travel policy), and any extras such as additional luggage capacity, manual/automatic.
• Insurance requirements
• Find out if chauffeur drive is required because of country regulations
• Verify location of collection/drop off point
• Find out if corporate vouchers are available
• Find out if maps are provided
• Taxis/Courtesy Car
• Note pickup time and exact location of collection point
• If driver will be carrying a sign, find out what the sign will say.
• Note the driver’s mobile number.
f) Train Schedules
• Note train times
• Obtain train tickets
• Find out if seat reservation is required
• Find out if connecting train(s) leave from the same station
• Get directions from station to venue
g) Driving/Car parking
• If possible, keep a record of traveller’s registration no., make and model of car, mechanic, garage, breakdown cover.
• Check if international breakdown cover required?
• Find out if you need to reserve a parking space
• If parking is arranged at client’s premises, provide
• traveller’s registration no., make, model and colour of car.
h) Health insurance cover
• Make enquiries about health insurance
i) Spending Money
• Check the Lonely Planet website under ‘Destination’ for daily budget suggestions.

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