Intermediate 2 Administration Outcome 5 1 Administrative Services Arranging business travel and accommodation

Intermediate 2 Administration Outcome 52 Gathering info for a business trip ► name and department of the employee(s) going on the business trip ► destination ► purpose of the trip ► dates ► method of travel preferred ► type of accommodation required (if necessary) ► budget ► any special requirements e.g. wheelchair access or special diet.

Intermediate 2 Administration Outcome 53 Travel & Accommodation Request Forms ► pre-printed request form ► ensures the administrator receives the essential travel and accommodation requirements ► the request is signed, there should be no dispute as to what was requested or required. ► misunderstandings resulting in unsuitable travel arrangements, long delays, missed appointments and unsuitable accommodation can be very costly to an organisation ► all bookings must be confirmed in writing – fax, e- mail, memo

Intermediate 2 Administration Outcome 54 Booking travel and accommodation ► Sources of information:  travel agent or,  increasingly, on the Internet: ► travel timetables, eg Scotrail timetable ► directories, eg Guest Houses in the UK ► hotel guides, eg Stakis Hotel brochure ► maps, eg AA British Road Map ► brochures, eg Short Breaks brochures ► CD-ROM, eg AutoRoute Express

Intermediate 2 Administration Outcome 55 Travel Agents ► Experience in arranging travel and accommodation for businesses can be very valuable to the administrator. ► May be able to obtain better rates when booking travel and accommodation. ► Have confidence the information the travel agent is using is up-to-date.

Intermediate 2 Administration Outcome 56 The Internet ► Up-to-date information can be accessed from travel, accommodation and holiday web sites on the Internet, for example:     ► Travel and hotel bookings, many with discounted rates, can be made over the Internet. ► Can save a great deal of time in gathering information together.