TOPIC 5: 
       ASSISTING WITH TRAVEL 
        ARRANGEMENTS
   3.  ADDITIONAL DUTIES RELATED TO THE 
          BUSINESS TRIP
       3.  ADDITIONAL DUTIES RELATED TO THE 
                         BUSINESS TRIP
     3.1 Arrangements for the trip
     3.1.1 Travel information file
     3.1.2    Preparing the itinerary
     3.1.3 Choice of mode of travel
     3.1.4 Choice of accommodation
     3.1.5 Travel and accommodation reservations/bookings
     3.1.6 Travel documents and related arrangements
     3.1.7 Informing the manager on the progress with 
       arrangements
       3.  ADDITIONAL DUTIES RELATED TO THE 
                       BUSINESS TRIP
    3.2 Arrangements for office administration
    3.2.1   Preparation of documents
    3.2.2   Information for meetings
    3.2.3   General information
    3.3 Arrangements with the manager regarding the 
      office
    3.3.1 Acting manager and interim procedures
    3.3.2   Duties during the manager’s absence 
                                 3.1.1 Information file:
         •    Start the planning process by opening a new travel information file for each trip.
         •    The file contain all the arrangements and research done before the trip in one place.
         •    The file must be arranged logically with suitable dividers between sections and clear headings and section 
              indications to keep details organised
         •    Cover page:  Write the name of the traveller, the destination and suggested departure and return dates and 
              list of places to visit on the outside of the file.
         •    File an overall checklist of what to remember and what to arrange as the first page in the file or inside of the 
              cover of the file.
         •    File all information and documents, in the file.  Place tickets, vouchers, visas etc. visas, appointments, 
              hotels, transportation, clients, events, tickets and connections to the inside of the cover.
         •    File the latest information at the top for easy access.
         •    Leave some lines open below each heading to allow for additional further details. Refer back to the checklist 
              often to check that every item is given proper attention.
         •    Business trip planner:  Ensure relevant information and planning regarding the trip is included in the file.
         •    Chronologically ordered business itinerary:  compile the itinerary to include the date of departure and date 
              of return.
         •    Final itinerary:  Details of all appointments and all documents to be taken with must be in the file.
         •    Make a card for each day of the trip:  Title of card is the date, listed below, the names of people, time, place 
              and companies for the manager to keep with him to know when en where the next appointments are.
                       3.1.1   Information file: Checklist:
     •  Date of departure – year/month/day
     •  Reservations, flight number, car train: List and communicate requests and details about flights, airlines, 
        connections and process to the travel agent.
     •  Accommodation: Hotel bookings at point A, B, C etc. Research accommodation options, pricing and 
        distance to clients.
     •  Documents that must accompany the traveller: Determine if a visa is required to travel to the destination 
        country, health certificates, files, contracts etc.
     •  Money: Determine what the destination country’s currency is and what the exchange rate is.  Find out the 
        average cost for hotels, meals and transportation. Find out how much cash you’re allowed to take into the 
        destination country and what the baggage allowance is.
     •  Research different modes of transport: Research airports, the areas they are in, names known by 
        internationally, their abbreviations and services available at the airport e.g. Money changing, car rental, 
        taxi services, distances from hotels and clients/airport taxes.
     •  Research about restaurants, tourists attractions and other points of interest worth visiting.
     •  Research which areas, places and attractions to avoid because of crime or recent violence.
     •  Research the destination country’s business protocol, social habits, cultural practices, traditional wear, 
        religion and politics and any other information to make the business trip successful and not offend anyone 
        in the destination country.
     •  Cultural tips and observations: about acceptable social practices such as what people eat, how they eat, 
        what to tip, how male and female rights differ, how families are run, what gift giving practices are as well 
        what they consider taboo  and what are invaluable to know before leaving on a business trip.
     •  Research about the weather and climate and include recommendations on how to dress and what to pack.