UNIT 7 TRAVEL ARRANGEMENTS

7.1 Travel services

From time to time the organisations’ executives are required to travel within and outside the
country so arrangements must be made carefully especially regional and international trips.
Travel arrangements can be made by the executive him/herself; a personal assistant or secretary
to the executive; travel department or a travel agency.
The travel department- some small companies may have one officer who handles travel
programmes while larger ones may have a travel department who will arrange all travel
arrangements, car rental, accommodation, and other related activities for all travelling
employees.
Travel agency- external business which specialise in selling travel products and services on
behalf of airlines, shipping companies hotels and car rentals. Services extend not only to
tourists but to business travellers too. Services provided by travel agencies:
• Advising on destinations, including laws and customs, currency exchanges rates,
weather conditions and required documents.
• Inform travellers about the procedures for obtaining visas and passports
• Advice on most feasible arrangements when visiting multiple destinations, such as
stops, land travel between destinations within the same country, booking flights with
different airlines.
• Finding the best possible pricing, including special rates, costing a proposed trip.
• Arrange travel insurance
• Obtaining schedules
• Arranging group discounts
• Arranging transportation, hotel accommodation, car rental, booking cruises
• Prepare travel itineraries. That is, travel schedules showing flight numbers, departure
and arrival times, proposed activities
• Delivering tickets and reservation confirmation forms
• Providing information about customs regulations, what can be taken into and out of the
country.
Carrier organisations
A carrier organisation provides transport by air, land, or sea. Look at some examples in class.
Airlines, railways, shipping companies and passenger bus services publish schedules for their
services.
A typical schedule shows the places and times of departure and arrival, expected duration and
connections or transfers.
Many carriers have their own websites that provide information about their services and allow
customers to make reservations and purchase tickets online. These carriers offer a range of
services especially for business customers. These include:

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 • Frequent traveller rewards such as free flights and class upgrades
• Discounted prices for groups
• In- flight internet access
• Shuttle services form the airport to the city
• Private aircrafts.

Tickets and e- tickets-

A ticket is a printed document issued when a passenger pays to travel with a carrier. These
confirm a passenger’s reservation to travel. An airline ticket for example shows:
• Passenger’s name
• Flight number
• Seat number
• Place of departure
• Destination
• Arrival time
• Fares paid
Many carriers now offer e- tickets ( electronic tickets) which can be purchased online or by
telephone. The purchaser is given a confirmation number, along with the usual travel
information. The e- ticket can be printed although not absolutely required given your passport
confirms your identity and allows your boarding pass to be issued. An e-ticket is stored on the
carrier’s computerised reservation system.
Some airlines have a web-based check in system so passengers can check in and print their
own boarding pass as well as go to a luggage drop off counter or go straight to the gate if they
have only hand luggage. Some passengers are members of frequent flier clubs and can enjoy
quick service.
Look up some of the benefits of frequent flier clubs in the region and international.

E- ticketing offers several advantages:

• Can cost less as no need to print paper documents
• No risks of e- tickets being stolen, lost, or forgotten
• Information is available online so the passenger can make changes to travel plans
• Airline can easily contact passenger by email or text with flight changes such as delays
or cancellations
• Tickets should be cheaper as the traveller can go directly to the airline rather than a
travel agency
• E- tickets can be purchased at day or night, any day of the week from any location that
has an internet access.

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Limitations or disadvantages of e- ticketing
• Some countries may require seeing the traveller’s return ticket before permitting entry
• All travel information can be lost If the carrier’s computer system crashes
• Passengers cannot use cash to purchase tickets
• There could be problems if the traveller must switch to another carrier because of flight
cancellations
• By booking online the traveller cannot benefit from the experience and expertise of a
travel agents
When buying tickets be sure to:
• First obtain all essential information such as dates, times, and places.
• Compare prices. For complicated trips you may need a travel specialist agency
• Conditions vary with different types of tickets. Balance cost with convenience. cheaper
tickets may end up being a long journey possibly overnight stay and could be
unacceptable. Look at whether ticket is flexible (can be changed) or non-flexible- the
cheaper might be the most nonflexible.
• What class? Economy, premium economy or business class. Can the seats be chosen
online?
• Ensure you spell the traveller’s name correctly. It must match passport to avoid
problems at check-in
• Check details on the ticket to ensure all information is correct. Place tickets in ticket
folder. Note the name of the airport and terminal number. These details are key for use
of taxi for transfer from the hotel.

7.2 Making travel arrangements

Making travel arrangements is a very useful skill to have in our professional and personal lives.
It requires good administrative skills and knowledge of key information and options.
Key facts you need to know:

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 who is going?

what preferences
where are they
do the travellers
going
have?

what is the budget

When are they
and how much can
going?
your spend?

what company
why is the trip
rules must you
being made?
know?

After answering the above, you can then identify the following:
• The best method of travel
• Executive traveller’s preferences on seating, hotels, nearby restaurants
• Arrangements for transportation to and from the airport
• The type of accommodation and facilities required
• How much you can spend and the company policy and rules that apply
• What essential travel documents are required- ( passport and visa). Are these up to date?
• Monetary (Money) issues- what currencies?
• Other issues such as climate, business customs and public holidays
• Time zones and preparation for jet lag.

Making hotel reservations

Key facts:
• Choice of hotel is important. Consider the preference of the executive when making
hotel reservations. Most companies use well known hotel groups such as the Hilton or
InterContinental, but these are costly.
• Check that you know the budget, dates of arrival and departure, type of rooms required,
and how the account will be settled.

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 • Use a map to minimise travel to and from meetings check the facilities online, internet
access , rapid check in and check out, coffee making facilities, any fitness centre, or
other facilities.
• Occupancy - double single.
• Do rates include breakfast? Unlikely in US but maybe in the UK Europe.
Hotel reservations may be made by telephone or via internet and confirmed in writing by fax
or email to the hotel. The following information must be provided to the hotel:
• Name of the person for whom the reservation is being made
• Type of room and occupancy
• Date and time of arrival and departure from the hotel
• Meals required and if there are any special dietary requirements
• Whether the hotel should be asked to arrange transportation or provide parking.
The hotel should be asked to send a letter to confirm the arrangements usually by email.

Scheduling appointments
Purpose of business trips is usually to attend meetings or other events. To ensure the trip is cost
effective many businesspeople try to see as many clients as possible during one visit. Ideally
appointments are made first and then travel arrangements are made around them.
Follow the same guidelines provided in Unit 5
Additional key facts about appointments for business travellers
• Travel fatigue and jetlag. Travel is exhausting especially when passing through many
times zones in a short period of time and causes disruption to the body’s natural
sleep/wake cycle. Jet lag causes irritability, fatigue, sleep disorder and nausea. Jet lag
affects the ability to concentrate and analyse. So, an executive should not have meetings
while suffering from its effects.

• Check for local and business customs, Business and public holidays, vacations, length
of lunch hours as these vary around the world. Business hours can differ. In the Middle
Eastern countries business is not done on Fridays. Lunchtime may last for as long as
four hours in Latin countries.

• Obtain confirmation of each appointment in writing; can be by email.

• Record all key facts the travellers need, name of contact, address, telephone numbers,
and directions.
• Do not make appointments too soon after long trips.
• Allow time between appointments in case of overrun or the distance between locations.
• Cater for unexpected events so the schedule should have some flexibility such as flight
delays or weather conditions.

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 • There may be language challenges and therefore an interpreter may be required to be
present if the business executive does not speak the language of the country to which
he/she is travelling to.

• List the documents needed for each appointment and place in a folder that is labelled
and numbered clearly.
Preparing travel folders
Paperwork ( tickets, emails, confirmations, meeting documents, contact details, invitations)
will accumulate quickly. A travel folder is used to arrange and store all documents needed for
travel and business.
Key facts:
• Start new folder for each trip and label it with traveller’s names, destination, and travel
dates
• Put all relevant information in the folder as you obtain them
• When all arrangements are made put papers in order that they will be needed and throw
out any drafts
• Clip a copy of the itinerary to the inside cover before handling the folder to the person
who will be travelling.
• Remind the traveller of their personal travel documents required- passport, travel
insurance, vaccination certificates. Make copies just in case the originals are lost or
stolen. Remember to keep the passport separately as it needs to be presented on demand.
• Documents include:
o Entry permit or visa if required if it is not attached to the passport
o Tickets
o Itineraries
o Maps and driving instructions
o International drivers licence
o Health certificate and immunisation cards as well as any new vaccine cards
o Confirmation letters from hotel, car rental firms.
o Names, addresses and contacts of persons to be met, hotels, restaurants, car
rental agencies and so on.

7.3 Time Zones

It is now very common to have business dealings with organisations around the globe. For
example, a company in SVG and the wider region may both buy from and sell to markets in
other parts of the world Time zones are different around the world. Many multinational
corporations have operations in the Caribbean region. This requires an understanding of time
zones in regions around the world.
As you know the Earth rotates and the Earth’s surface facing the sun is when daylight occurs.
While half of the Earth is experiencing daylight (day) the other half is experiencing darkness (
night). The Earth completes a full turn of 360 degrees every 24 hours. This means the Earth
turns 15 degrees every hour. ( 360/24=15).

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The earth is divided into 24 standard time zones. The lines that mark the time zones are called
lines of longitude. And within each time zone the same local or standard time is used. Each
time zone is about 15 degrees wide but there are some variations as some are bounded by
country or state borders as it is usually easier to follow those borders.
Neighbouring zones have a one-hour difference. Or in other words each space between two
adjacent longitude lines represents approximately one hour.
Most people find it better to travel west rather than east because it is easier to cope with a longer
day than a shorter day. Time zones affect people on long-haul flights because they can cause
jet lag. Jet lag occurs when your body clock is out of step with the time in the place where you
are, so you are awake when you should be sleeping and vice versa. The greater the time
difference between your point of departure and arrival, the more likely you are to suffer.
Look at some examples of travel to west and to east with different places of departure and
destinations. Look at the map below.
Avoid jet lag- avoid alcohol, drink plenty of water comfortable seating, adjust your watch to
the destination. Make sure you take into consideration possible jet lag when arranging business
meetings upon arrival. If the executive has travelled through several time zones, they should
be given at least 24 hours to adjust. Also take into consideration the time zone where the
executive will be based when phoning. Can try texting or emailing instead rather than calling
in the middle of the night where the executive would be based.
Calculating time differences
The world is divided into 24 segments of different time zones. Travelling east means you go
forward in time and travelling west means you go back in time. Time is expressed as +/-
Greenwich Mean Time GTM and is the standard reference against which time zones are
calculated. Greenwich is in London is home to the Royal Observatory the location of the 0
degrees Prime Meridian Line. This line divides the world into west and east.
In summer there is a system of daylight-saving time which means that clock is put forward in
many countries , including the US and UK. This changes the time difference by one hour
between these countries and those that remain on Standard Time ( including Caribbean
territories).
You cannot keep going ahead in time as you travel east. Once you get to the Pacific you will
cross the international date line. This means to go backwards (or forward) by a day. Depending
on the direction of travel. Check online websites which calculate time differences.
UTC – Coordinated Universal Time- standard time used by computer servers and mobile phone
networks. It is the same as GMT

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Expression of time 12- hour and 24- hour format ( draw 12- and 24-hour clock)
Many schedules are written using the 24-hour clock to avoid confusion between am and pm.
• Convert to the 24-hour clock by adding 12 to any time after 12noon.
• Convert from 24-hour clock by subtracting 12 from any time after 12 noon.
See example below:

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 12- hour clock 24-hour clock
2.37 am 0237 hours
10.10 am 1010 hours
12 noon 1200 hours
1.51pm 1351 hours
8.00 pm 2000 hours
12 midnight 0000 hours

Remember time zones split the world into areas that have the same time. Time zones are
separated by lines of longitude. Time can be expressed in 12- hour and 24- hour form.

7.4 Schedules and itineraries

A schedule is a timetable which shows the destinations, departure and arrival times, stops, and
connections of most forms of transport ( train, bus, ship, or airline).
When you refer to a schedule make sure you:
• Check the headings and ensure you know the contents of each column
• Check the meaning of any symbols and read any footnotes
• Make sure you are referring to the correct day and date
• Check whether reservations are necessary
• Make note of any options if available.
Consider how to use a train schedule, bus schedule or ship and ferry schedules. Go to group
chat for examples of these three types of travel schedule.
Look at local or regional examples of schedules; boat, air, bus ( Bequia and SVG ferry
services and Caribbean Airlines ).
Today many schedules are available online and this has two benefits.
1. Paper schedules go out of date, online schedules are continually updated
2. On many websites you enter the journey details and the system searches for the best
option(s).
Do some online research of a Caribbean Airlines online schedule.
ttps://www.caribbean-airlines.com
Preparation on itineraries
An itinerary is a list of places a traveller is to visit. It summarises the essential information that
the traveller needs during the trip. A travel itinerary- prepared by travel agent and outlines
departure and arrival times and ports. A full itinerary contains information about the
executive’s meetings and other activities and is usually prepared by the personal assistant who
is more familiar with the executive’s plans.
A word processing or spreadsheet program on a computer may be used to prepare a travel
itinerary. This enables the planner to easily make changes such as insertions and deletions.

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How to prepare the travel itinerary:
• Type the heading should contain traveller’s name, the destinations, and the dates.
• All entries should be typed in date and time order ( logical order).
• It should include travel arrangements from the start of the trip to the end. It may also
include all accommodation, meetings, transfers, transportation, and documents needed.
• Type all important contact information for the hotel and transportation providers
• Type specific travel details – how, when, and where.
• Ensure that the times are for the country in which the event will take place. Use the 24-
hour clock and be aware of the time zones.
• Type all appointment details:
o Names and titles
o Organisations
o Start and finish times
o Venues
o Contact information
• Include emergency contact numbers
• Type in important reminders
• Look at an example of an itinerary from textbooks
Practical exercise will be given to you to do at home.

7.5 Travel documents

In addition to passport tickets and money there are other documents to consider.
Points to consider about travel documents:
Allow adequate time before the trip to apply for any essential documents
• Note passport number, photocopy the identity page which states the date and place of
issue. If passport gets lost or stolen notify police and passport office. If lost abroad
contact nearest embassy or consulate who can arrange for emergency travel documents
to be issued.

• Keep photocopies of all other permits and certificates

• Note in the diary when the passport, any visas and other permits will expire.

Different types of documents:

Passport
A passport confirms the identity and citizenship of the holder. Issued by the government and
valid for 10 years. Expiry date is important some countries require at least 6 months validity
on arrival. Must not be too full of entry or visa stamps. There should be at least two blank

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pages. Some businesspeople may have two passports especially for politically opposed
countries. Biometric passport- e- passports
Information on a passport :Traveller’s name, date of birth, citizenship, country of residence,
physical features ( height, eye colour, skin colour) and signature.

Visa
Some countries require that visitors have authorisation to enter the country from which it was
issued. This authorisation is called a Visa and is basically a stamp in the passport that indicates
the person is authorised to enter the country being visited. Visas are issued by embassy or
consulate of the country concerned. There are many types of visas- tourists, business, student,
work for a specific period. The country’s website will provide details how to apply, the cost,
validity period, and how long it takes to issue. Most visas are stamped on a page in the passport.
The expiry date is important because after the date expires the traveller cannot enter the
country. Immigration officials still have power to deny entry or arrival. Transit visa- traveller
must stop over or change planes in a country not the destination one.

Travel permits
Some governments require an entry permit for persons visiting either the country or specified
sections of a country. Like a visa but it is a printed document and gives the holder the right to
enter a country. For example, the Chinese government requires a traveller to have an entry
permit before going to Tibet. Travel permits are only issued once certain information provided
are acceptable. These include purpose of entry, description of the business to be transacted,
name and address of any business or company the traveller represents, products and services
involved, names, and addresses of persons to be contacted, places to be visited, proposed
duration of visit, expected date of entry and the carrier.
If visiting abroad for a long time some countries may require a re- entry permit for their
nationals and residents. Some countries also require an exit permit before a traveller is allowed
to leave the country.

CARICOM travel card (CARIPASS)

The proposed CARIPASS is a type of travel permit, designed to enable holders to pass through
immigration quickly. The aim is to encourage travel between the 10 participating Caribbean
states.
The anticipated benefits are:
• Can use the card rather than a passport. Holder must have a passport that is valid for at
least 6 months
• No need to present passports for stamping
• Express lines for cardholders
• Automated recording of entry and exit at CARIPASS gates.

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Health certificate
Required by law in certain countries before entry. The World Health Organisations requires
that an International Certificate of Vaccination or Prophylaxis be obtained for persons
travelling to or from some regions where there is the risk of contracting yellow fever.
Information can be obtained from a doctor or medical centre, or the embassy or consulate of
the country concerned. Such a vaccine may be required based on:
• Country of departure
• Countries usually visited in transit
• Countries visited with six days before the planned visit
• Destination country
The International Certificate of Vaccination or Prophylaxis must be signed by an authorised
health professional, and it must bear the official stamp of the centre which gave the vaccine.
Other proofs of vaccination may also be required for cholera or malaria. With the Covid 19
Pandemic, the vaccination requirements have been extended and Covid passports are being
suggested by some countries.
Passengers who need to use prescription medicines are advised to have a medical declaration
to avoid difficulties with the customs or security authorities of some countries.
Tax clearance
This tax clearance certificate is evidence that the holder does not owe any taxes on the date the
certificate is issued. It is required by certain countries before travellers can leave the country.

7.6 Monetary instruments and travel checklists

Monetary instruments
Travellers to a foreign country usually purchase money in that country’s currency. Currencies
of differing countries have different values. The exchange rate is the amount by which the
currency of one country is multiplied to get its equivalent value in another currency.
If a persons wishes to purchase currency from the bank, the bank’s selling rate is used. If the
person wants to exchange USD currency into EC currency, then the Bank’s buying rate is used.
The Bank makes a profit by converting currencies.
It is unwise for a traveller to carry large amounts of cash because of the high risk of loss or
theft. Certain monetary instruments such as traveller’s cheques, credit cards, letters of credit
and bank drafts offer a safer alternative to cash.

Traveller’s cheques
A pre- printed cheque worth a fixed amount available in banks in variety of currencies. $ and
£ are most widely used as they are acceptable in most countries. It is wise to obtain cheques in
a variety of denominations so that the traveller need not cash more than is needed. On receipt

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the traveller should sign each cheque in front of the bank officer. All the numbers of the cheques
are recorded by the bank. When the holder wishes to cash them must present the passport and
sign the cheque a second time. The two signatures are compared to ensure they match
Advantages- if lost or stolen a refund can be obtained and almost immediately if there
is a related bank nearby. Unused cheques can be held and used by the holder at any
time.
Disadvantages-Can be difficult to obtain currency on public holidays and weekends
when the banks are closed.
Credit Cards
Popular way of making payments or obtaining currency abroad. Mastercard and Visa issue
cards of plastic with a magnetic strip which holds coded information such as the cardholder’s
name and the card number A businessperson may have a corporate credit card. Credit cards
allow the user to borrow up to a predetermined amount to pay for transactions.
Advantages- usually offer better exchange rates Offers a degree of theft protection in
that if the theft is reported immediately, the cardholders may not have to pay for any
unauthorised purchases.
The credit card companies also offer incentives:- cashback on purchases, travel benefits
such as frequent flier miles, bonus points and insurance coverage in case of accidental
death or dismemberment.
Disadvantages- card limit might be insufficient for complex or extended journeys or
may not be accepted in some countries. This causes many businesses to have more than
one card. Obtaining cash via a credit card at ATMs can be very expensive.

Debit cards
Debit cards are also plastic cards with magnetic strips and can be used to pay for goods and
services and to obtain cash.
Advantages- easier to obtain cash than travellers cheques
Disadvantages- In many countries’ ATMs do not exist. Bank’s charge a fee for debit
card transactions abroad.

Letters of credit
Letters of credit ( Lc or LOC) are used to facilitate trade mainly international trade.
An LC is a document , issued by a bank or other financial institution, on behalf of its customer
which guarantees that a buyer (customer) can pay the supplier’s bill once the goods are
confirmed as sent within a specified time.

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 Advantages- document protects the seller, who is assured of being paid. It also protects
the buyer because the bank will not release the money until the goods have been
received in good condition.
Disadvantages- There will be a bank fee for issuing the document.

Bank drafts
A cheque made out by the bank on its own account and therefore guaranteed to be paid on
authorised presentation. A bank draft is also called a cashier’s cheque. It is used for large
payments when the creditworthiness of the buyer is not known. The bank issues its own cheque
to an account holder. When the cheque is prepared the bank transfers the money out of the
account holder’s account to the bank’s own account.
Advantages- this guarantees payment will be done when buyer and sellers are
strangers. No risk of a bounced cheque.
Disadvantages- there is a charge for issuing the cheque.
Cash
Cash is necessary for certain purchases. Different currencies may have limits on the amount
that can be taken into or out of their country. Decide what currency you need based on the
destination being travelled to. The amount will depend on the exchange rate between the two
currencies you are selling and buying. Any used notes can be changed back to the home country
when the traveller returns.
Advantages- cash widely acceptable for all transactions and is convenient for small
purchases
Disadvantages- cash can be lost or stolen – no refund since it is very difficult to trace
the precise note
Better to travel with a minimum amount of cash in case of loss or theft
Better to travel with an internationally accepted currency (US , sterling, or euros)

Travel checklists
Travel planning includes handling various types of information and carrying out several tasks.
To ensure you do this efficiently and promptly one must prepare a checklist of all the tasks
you have to do and cross these off methodically as you go. Check your checklist regularly and
put in any deadlines into your diary. For example:

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 Checklist for Bethany Williams’ trip to New York, 15 November
Apply for/obtain US visa *
Confirm attendance at Design Seminar *
Arrange meeting with Peters and Lee, Manhattan *
Find flights, make reservations *
Book hotel room- single occupancy, 4-star, central location *
Arrange transfers from airports to hotel and return *
Obtain 200 dollars *
Check all seminars tickets and programmes have been received *

A selection of airline designations

Designator Name of airline
JM Air Jamaica
VS Virgin Atlantic
BA British Airways
AA American Airlines
WM Winair
KX Cayman Airways
LI LIAT
AC Air Canada
CU Cubana Airlines

A selection of airport codes

Code City of Country Name of Airport
GCM Georgetown , Cayman Owen Roberts International
HAV Havana, Cuba Jose Marti International
TAB Tobago Crown Point Airport
POS Port of Spain, Trinidad Piarco International
BGI Barbados Grantley Adams
International
GND Grenada Point Salinas International
UVF St Lucia Hewanorra International
MBJ Montego Bay, Jamaica Donald Sangster
International
MIA Miami, Florida Miami International
YYZ Toronto, Canada Lester B Pearson
International
LGW London, England Gatwick Airport
LHR London, England Heathrow Airport
GEO Georgetown, Guyana Cheddi Jagan International
KIN Kingston, Jamaica Norman Manley
International

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