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Hi Everyone,
Need advice and template for a new client's travel arrangements. He will have domestic and international travel in the next few weeks and I am not sure what all he will need to have before he leaves. Wonder if anyone had a template they could share with me.
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New Client Travel Arrangement
MultiQuote
#2
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Posted 28 July 2010 - 05:06 PM
First be sure his passport / visa is current. It can take up to 2 weeks to get one.
Contact his travel agency or call a travel agency and ask what they recommend.
Some things I like to include for all travel a special envelope for all the receipts and it includes -- a map from the airport to the hotel. Often they get off the plane, and will travel in the dark to the hotel in a different city. I also include. A copy of the full itinerary including car rental and hotel. I also enter itinerary information in their calendar, so they can see it on blackberry.
1)One entry for travel to airport ( remember to include the name of the airport busy travelers can forget what airport they need to be at. (it could take 2 or more hours and I block out the time to allow for this) so I make a 2 hour appointment marked "travel to airport" this also reminds them of the "drop dead time" to get out of a meeting.
2) one entry for flight to destination. Include flight info, flight number and special details like seat number.
I include this information in the subject line so they don't need to open the email to see the details. On this appointment I include the hotel name and address and phone number. and car rental information. I also include if they are to travel with someone including their cell /contact information or meeting someone at the destination, including contact information.
3) one appointment for travel to airport to return home -- same info as above allowing time to drive back to the airport
4) one appointment for flight info and return to home destination or another leg of the trip.
5) for international travel be sure to include office information where they will be meeting. You may be able to get a map to hotel. Have emergency phone contact information including a doctor's name if necessary -- travel agent might be able to help. Some times the corporate office can help.
Make sure they have an international adapter for cell phone some electrical outlets may not work in other countries
It is sometimes recommended to ship a set of clothes via Fed Ex/UPS to the destination hotel in the customer's name c/o some employee at the hotel or registration desk. IF the luggage gets lost, they will still have something at the hotel to wear.
a checklist of things the need to remember is helpful especially in a foreign country. Think about the list now while you are calm. Have a backup plan if the computer doesn't work -- handouts shipped to the hotel early? Often for international travel the visa site may include helpful hints for observing the cultural rules. A visa requires a different document for each country visited. A passport does not, but may not be accepted in every country.
Darlene Dionne
My Offsite Assistant
Contact his travel agency or call a travel agency and ask what they recommend.
Some things I like to include for all travel a special envelope for all the receipts and it includes -- a map from the airport to the hotel. Often they get off the plane, and will travel in the dark to the hotel in a different city. I also include. A copy of the full itinerary including car rental and hotel. I also enter itinerary information in their calendar, so they can see it on blackberry.
1)One entry for travel to airport ( remember to include the name of the airport busy travelers can forget what airport they need to be at. (it could take 2 or more hours and I block out the time to allow for this) so I make a 2 hour appointment marked "travel to airport" this also reminds them of the "drop dead time" to get out of a meeting.
2) one entry for flight to destination. Include flight info, flight number and special details like seat number.
I include this information in the subject line so they don't need to open the email to see the details. On this appointment I include the hotel name and address and phone number. and car rental information. I also include if they are to travel with someone including their cell /contact information or meeting someone at the destination, including contact information.
3) one appointment for travel to airport to return home -- same info as above allowing time to drive back to the airport
4) one appointment for flight info and return to home destination or another leg of the trip.
5) for international travel be sure to include office information where they will be meeting. You may be able to get a map to hotel. Have emergency phone contact information including a doctor's name if necessary -- travel agent might be able to help. Some times the corporate office can help.
Make sure they have an international adapter for cell phone some electrical outlets may not work in other countries
It is sometimes recommended to ship a set of clothes via Fed Ex/UPS to the destination hotel in the customer's name c/o some employee at the hotel or registration desk. IF the luggage gets lost, they will still have something at the hotel to wear.
a checklist of things the need to remember is helpful especially in a foreign country. Think about the list now while you are calm. Have a backup plan if the computer doesn't work -- handouts shipped to the hotel early? Often for international travel the visa site may include helpful hints for observing the cultural rules. A visa requires a different document for each country visited. A passport does not, but may not be accepted in every country.
Darlene Dionne
My Offsite Assistant
#3
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Posted 29 July 2010 - 12:20 PM
Thanks for sharing this fantastic list Darlene! :)
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