Business Trip

Overview
Secretary’s duties in business trip include making travel arrangement, preparing for appointments
and meetings wtih clients, taking care of the schedules, and composing a business trip report. Since the
travel arrangement determines the travel budget, therefore, once a secretary learns that the director has
to conduct a business trip, she or he must know exactly the date, the place, and the purposes of the trip.
A secretary should also anticipate whether the director will travel alone, with the staffs or the secretary.

Business trip is a work-related

traveling conducted by people on behalf of
their companies or organisation (Scowsill,
David & Gordon Wilson, 2017). Therefore,
a business traveler is a traveler whose
expenses are covered by the business he or
she works for. Business trip encompasses
various activities like meetings,
conferences, sales missions, exhibitions,
trades and other events. The trip usually
takes place in the domestic or international
areas depend on the needs of a company. https://goo.gl/images/U6Upbi

Traveling for business requires travel arrangements including travel expenses, itinerary, flight
tickets, hotel room reservation, visa and passport for international trip (Smith, Janise, 2017). One of the
secretary’s roles is to make travel arrangement in order to assist the employees or the directors and to
ensure that all aspects of the trip are taken care of. Nowadays, online reservation and travel agency are
available to support a secretary’s role in a business trip.

There are four most common types of business trip such as incentive travel, exhibition and trade
fairs, conferences and meetings, and corporate events. The incentive travel is a reward trip offered by
the employers to the employees in order to motivate them to work harder in the future. Exhibition and
trade fairs are types of business trips that allow the travelers to keep up with the recent news regarding
the latest development in the industry. Conferences and meetings are addressed to discuss certain issues,
to conduct negotiation, or to promote products (marketing). Meanwhile, the corporate events focuses
on providing events for the clients. The latest type also deals with hospitality and entertaintment, for
example sport events (Littlewood, Barkley: 2018).

1
 Course Objectives Course Outlines
 Students are able to make  Business Trip
Arrangement
travel arrangement for
- Preparing and
business trip Planning Business Trip
 Business Trip
 Students are able to make
Management
business itinerary - Checking and
Ensuring Business
 Students are able to make
Trip
online reservation  Business Trip Report
- Follow-Up and
Expenses Reports

ROLES OF A SECRETARY
As a secretary, you must ensure all of the preparations for the trip are covered. You may have
an opportunity to choose the mode of travel and the choice of hotel for a business trip. When you are
making the arrangements for another person, you will need to know that person’s preferences.

PREPARING AND PLANNING BUSINESS TRIP

In the making of travel arrangments, a secretary should be aware of the anticipated place whether
it would be in domestic or international areas. The international business trip requires some documents
including Passport, Visa, and Yellow Card. However, such requirements are excluded in the preparation
for domestic trip.
A travel folder (or trip file) will help you
organize the details of an upcoming trip. Use the
folder to collect information as it becomes available.
Notes on reservations, tickets, hotels, and meeting
confirmations may be placed in the file. The
information in the travel folder will help you prepare
an itinerary and complete company travel
documents. Below are some points you need in
preparing a local and international business trips:

2
 Perutrips

ner.com
Please remember, the preparations for business trip for domestic and international trips
are different. Therefore, a secretary needs to comprehend each point and notes important
requirements, documents, dates, venues, and agendas carefully:

1. Arrange the budget for 8. Make reservations for transportation

accomodation, ticket, transportation,
2. Schedule meetings, conferences,
sales missions, exhibitions or trades,
3. Organize the names, titles, company
names, addresses, and telephone
numbers or e-mail addresses of the
individuals with whom meetings are
scheduled,
4. Check for travel safety conditions in
the destination area,
5. International Trip. Check necessary
vaccinations and get Yellow Card or
Health certificate,
6. International Trip. Learn about the
destination; DOs and DON’Ts,
7. Check the distance from airport/hotel
to the venue,
and overnight lodging,
9. Prepare an itinerary and gather
supporting materials for the trip,
10. International Trip. Prepare
Passport and Visa: online register or
visit immigration office in your area,
11. Prepare and Ensure all business
documents are complete,
12. Make sure that the ATM or Credit
Card will work in destination
country or prepare local cash,
13. Confirm all travel reservations.
14. Learn the exact dates, places, and the
purposes of the trip,
15. Look for a rundown of an event that
should be attended (Gesellschaft,
Max Planck, 2014).

3
 NO. Online Registration for Documents to prepare:
Passport

1. Download application and

claim registration number.
1. ID Card.
2. Family Card.
2. Print out the barcode of the
3. Birth certificate or Letter of
registration number.
Baptism.

3. Fill in the registration form in 4. Marriage certificate or diploma

the immigration office. certificate.

5. Old passport (renewal passport).
4. Submit the form to the
For more information visit:
officer.
www.imigrasi.co.id/index.php/en/publicservices/passport#requirements
5. Take a photograph and wait Passport online application:
for 1 to 2 weeks.
inet.detik.com

How to get VISA?

A visa is a document that enables you to enter certain countries for a period of time in order to
conduct specific activity like study, vacation, or work. The purpose of the trip will determine the type
of visa that is required from the intended country. Below are types of visa that are required under United
States Immigration Law:

1. Tourism and visit.

2. Business.
3. Employement.
4. Study and Exchange.
5. Immigrate.
6. Other visa categories.

Your duties as a secretary in preparing visa are to learn about the type of the trip, the steps to apply
for the visa, the fees, and all of the required documents. For more information, you can visit the Embassy
or Consulate’s website (U.S. Department of State – Bureau of Consular Affairs).

4
LANGUAGE FOCUS
Basic Vocabularies
Meeting Domestic Accomodation Travel ID card
management

Exhibition Venue Airline Requirement Family card

Reservation Tickets Hotel Sales mission Birth certificate

Conference Passport Secretary Overnight Yellow Card

Trades Visa Round ticket Single room Budget

Itinerary Confirmation Return ticket Double room Barcode

Destination Reservation Correspondence Meals Vaccination

Lodging Meals Travel agent Notes Hospitality

Overnight Currency Online booking Travel sites Entertainment

Sales Expenses Documentation Rates Incentive

mission

1st Case Study: a Business Trip to Australia

globeguide.ca

5
 Your director, Miss. Emily, is about to conduct a business trip to Australia for 3 days 2 nights.
However, she does not familiar with some of the requirements to visit the country. As a secretary, you
need to obtain information regarding the vaccinations needed before the trip, the price of the passport and
visa (decide the type of the visa). You also need to find out about some DOs and DON’Ts in the particular
country. Please present your findings in front of the class!

Travel Confirmations and Requirements

The first step in managing a successful business trip is to be organized. There are many details
that need to be researched, selected, booked, arranged, paid for and confirmed. Given the time these
activities take, it is not surprising that many organizations outsource this process. At the very least, most
organizations have processes and procedures that
FUN FACT
facilitate effective travel management.
DO YOU KNOW?
Organizing a business itinerary can involve
many steps. Here are aspects of a trip that you
may need to organize.

I. Booking and purchasing Telkomsel POIN allows travelers to gain ticket and
hotel discounts in several travel sites and travel
 Domestic or international flights. agents, earn promo in particular restaurants, and
also enter executive lounge. Contact *700# for more
 Place and dates.
information related to your Points and available
 Hotels. promo.
 Train tickets or travel passes.

II. Organizing
 Arranging transport to or from airports locally or at a destination
 Arranging appointment with clients including time and place
 Arranging the activities for example meetings, including booking
meeting rooms and equipment and preparing documentation
 Rental cars or other transportions.

III. Checking/ensuring
 Ensuring that travel documents (such as passports, visas and work permits) are up to date
 Ensuring items required for business meetings (Gesellschaft, Max Planck, 2014).

6
 Hotel Accommodations and Flight Tickets
Many business travelers must be away from home overnight and stay in a hotel or motel room.
In some cases, you may be allowed to request a particular hotel. As a secretary, you need to know that
there are seven most common types of room available in four or five star hotel, they are standard,
superior, delux, junior suits, suits, studio, presidential or penthouse (Agmasari, Silvia & Ni Luh Made
Pertiwi (ed), 2017).

The next step you need to do as a secretary is

booking flight tickets. You may rely on a travel agent or
you can make reservations by telephone or online. Write Note:
down the names of the persons who make and confirm confirmation number:
reservations. Always make a note of the rates you are told.
a series of characters (often text and
Record the confirmation number and repeat it to the numbers) associated with a reservation
reservation agent to make sure it is correct. The
confirmation number should be included on the itinerary. A
written confirmation from the hotel and flight tickets is
helpful. The reservation may also be confirmed by e-mail.

Online reservations for hotel and flight tickets can

be done through travel sites. Online booking makes it
possible for a secretary to find information about hotels
in a specific area, airlines and also flight tickets.
Descriptions, prices, and dates available are shown.
Many hotels and airlines have web sites where
reservations can be made. Many airlines also provide
tools that benefits business travelers. The airlines are
https://goo.gl/images/mu7Yd
u working on mileage programs, quick check in and
online check in, executive lounges, wi-fi connection and many more (Scowsill, David & Gordon Wilson,
2017). There are four types of flight tickets Economy Class, Premium Economy, Business Class, and
First Class. Each type serves differently based on its costs.

Bookings and Reservations

There are alternative methods for making bookings and reservations, and you need to know
which method is the most effective for your situation and find out which method your organization

7
prefers to use. When making travel arrangements for another person, you are privy to their personal
details.

Methods for booking business travel include:

1. Travel agents
2. Reservation center or travel and accommodation providers (either online or via
telephone)
3. Booking on the spot

I. Travel agents
Travel agents specialize in organizing and booking all aspects of domestic and international
travel. Some travel agents specialize in organizing trips to different areas or different types of travel
(such as cruises, conferences, corporate travel). Others are more general in their nature and book all
sorts of trips.
Travel agents can make valuable and practical suggestions based on first-hand knowledge of a
destination or the information they receive from airlines, tour companies, car rental firms and
accommodation providers.

II. Online Booking

Online booking allows you to investigate travel options before making a decision, and prices
according to flexibility in travel dates. Online booking has some advantages compared with using
travel agents. Here are examples of the advantages:
 Provides the widest variety of choices.
 Puts you in control.
 Provides the 24-hour convenience of planning a trip when you choose.
 Attracts incentives such as a reduction in fares for booking online rather than via telephone
(Bouzebiba, Diane, 2014).

BELOW IS THE LIST OF ONLINE TRAVEL SITES:

8
 Travel sites assist a secretary in mananaging
travel arrangement. Travel sites offer various
benefits like vouchers and discounts for
transportation tickets and hotel rooms. There are
many travel sites available on the internet. Each
travel site may offer different promos and
programs. As a secretary, you need to be selective
in choosing the right travel site for the trip. Below
are the examples of booking and requesting refund
procedures from one of the leading and trusted
travel sites, Traveloka.com:
FUN FACT
DO YOU KNOW?
On May 2018, this booking platform received
a Selular Award as the Best Online Travel
Agency. The site provides the cheapest price
and the fastest way to book tickets and hotels
compare to other travel sites. Customers can
collect some points to redeem rewards,
coupons, available discounts for specific
destination, hotels, flights, and many more.

How to book flight from Traveloka?

1. Search your flight, start your search by filling in the flight details.
2. Choose and book flight: see the airline name flight schedule, and ticket price on the search result
page.
3. Fill in contact information and pessenger detail. You may add travel insurance.
4. Complete you payment.
5. Received your E-Ticket within 60 minutes (Traveloka.com).

How to request a refund from Traveloka?

1. Log In to your Traveloka account.
2. Go to my booking: go to your account dashboard and select My Booking.
3. Check your booking details: select the booking you want to refund and click on Detail.
4. Fill in the refund form (Traveloka.com).

A secretary needs to transfer an amount of money to complete an online reservation. You can
use debit card or credit card. Having a credit card will also make the transaction easier and faster. Credit
card often offers 0% tax or discounts for certain flights and hotel. Commonly, there are four available
methods of payments. You can use Internet Banking, Mobile Banking, ATM, or you can visit the
nearest convenience stores like Indomaret and Alfamart. If you are an active member of Traveloka.com,
you can complete the reservation payment by using travelokapay: UANGKU Balance.

9
 III. Booking on the Spot

Booking on the spot enables the customers to purchase ticket and other transportation services
such as airport taxi. However, starting from March 2015, the Ministry of Transportation in Indonesia
has issued a circular letter regarding airport services (Surat Edaran Menteri Perhubungan Nomor
HK 209/I/I/16/PHB.2014). The letter emphasizes that ticket counter is no longer available in airports.
Airlines counters are available only for customer services including refund ticket and handling
complains (Direktorat Jenderal Perhubungan Udara).

Making Room Reservation

Special expressions in making room reservation

(English) (Bahasa Indonesia)

• •
I would like to reserve a single room for tonight. Saya ingin memesan kamar single untuk
malam ini.

• I would like to book a double room for this • Saya ingin memesan kamar double untuk
weekend. akhir minggu ini.

• Could I reserve a family room from July • Bisakah saya memesan kamar family mulai
30th until August 2nd? 30 Juli sampai 2 Agustus?

• Could I make reservation for my business • Bisakah saya membuat reservasi untuk
conference for next two weeks? koferensi bisnis saya dua minggu lagi?

• Could you tell me how much the rate per night• Bisakah anda memberi tahu tarif per
is? malam?

• May I know your rate per night, sir? • Bolehkah saya tahu tarif per malam, pak?

• Does the rate include breakfast? • Apakah tarifnya termasuk sarapan?

Making Tickets Reservation

Special expressions in making tickets reservation

(English) (Bahasa Indonesia)

10
• I would like to reserve a single ticket/ return • Saya ingin memesan tiket pergi/ tiket pulang/
ticket/ round ticket/ business class ticket/ night tiket PP/ tiket kelas bisnis/ tiket perjalanan
flight to Bali. malam ke Bali.

• Could make a reservation for my traveling/ • Bisakah saya membuat reservasi untuk
trip/ journey to Bali tomorrow? perjalanan saya ke Bali besok?

• Can I book a train seat for this evening? • Bisakah saya memesan kursi kereta untuk
malam?

• Yes, there is a flight at 07.00 pm,09.00 pm and• Iya, ada penerbangan/perjalanan jam 19.00,
10.30 pm tonight. Which one do you choose sir? 21.00, 22.30 malam ini, yang mana yang anda
pilih pak?

• I’m sorry to inform you that all seats / tickets • Dengan sangat menyesal saya
have been reserved. mengiformasikan bahwa semua tempat
duduk/tiket sudah dipesan.

Itinerary and Supporting Materials

Once the travel plans are set, you should prepare an itinerary. You will need to assemble travel
documents and related materials for meetings or other events. If the plans for the trip change, other
arrangements may need to be made. Changes can generally be made at the time you cancel the original
plans. Have your confirmation numbers and other details available when you call to change reservations
or appointments.

BUSINESS TRAVEL ITINERARY

Company Name: ABC Company

Destination : Hong Kong
Period : 5th – 8th January 2018

Date/Time Location Event Detail

5th January 2018, Singapore Flight to Hong Kong Flight Detail:

6:00 AM Cathay Pacific Business Class

5th January 2018, Hong Kong Arrive at Hong Kong Pick up by: Hotel Services
10:00 AM Airport
Hotel Phone:

11
 Hong Kong Hotel Check in at Hong
Kong hotel

5th January 2018, Hong Kong Hotel Meeting at Hong Pick up by:
01:00 PM Kong company Hong Kong company at hotel
Hong Kong
Hong Kong company phone :
company

5th January 2018, Hong Kong Dinner with business Pick up by: Business partner
07:00 Restaurant partner

6th January 2018, Hong Kong Hotel Breakfast Breakfast at Flower Restaurant
07:00 – 09:00 AM

6th January 2018, Hong Kong Trade Exhibition Using MTR – Octopus Card
10:00 AM – 16:00 Center
Go to Hong Kong train station
PM
next to hotel

Back to hotel using the same

MTR or taxi

6th January 2018, Hong Kong Dinner Any place or at hotel

07:00 PM Restaurant

7th January 2018, Hong Kong Hotel Breakfast meeting Breakfast at Flower Restaurant
08:00 – 10:00 AM with business partner

7th January 2018, Hong Kong Business partner Pick up by : Business Partner
10:00 – 12:00 AM Business Partner manufacture visit Business Partner Phone :
Company

7th January 2018, Hong Kong Lunch with business Business partner location choice
01:00 PM Restaurant partner

7th January 2018, Hong Kong Free time, city tour The Peak
03:00 PM Tsim Sha Tsui

12
 8th January 2018, Hong Kong Hotel Breakfast meeting Breakfast at Flower Restaurant
08:00 – 10:00 AM

8th January 2018, Hong Kong Hotel Check Out from Hotel Taxi Services
12:00 AM Hong Kong hotel

8th January 2018, Hong Kong Flight to Singapore Flight Detail:

05:00 PM Airport
Cathay Pacific Business Class

8th January 2018, Singapore Airport Arrive at Singapore Pick up by:

09:00 PM
Company Car

Ensuring Supporting Items

Before the trip, a secretary needs to gather the travel documents, supplies, and supporting materials,
such as those listed below, that are needed for the trip.

 Itinerary.
Note:
Items routinely included in a travel itinerary are:  Travel tickets-Travel funds.
• contact details
 Passport, visa, health documents.
• daily schedule
• accommodation  Hotel/motel and car rental
• meals confirmations.
• currency and expenses
 Directions to offices or other
• time zone
meeting locations.
 Speeches, supporting
correspondence, reports, or files for each appointment or meeting.
 Forms for recording expenses.
 Extra notepaper, pens, and business cards.
 Equipment, such as a laptop computer, portable phone, or presentation projection system.

13
CHECKING AND ENSURING BUSINESS TRIP

During a business trip, a secretary needs to ensure that the travel arrangement and organization work
according to the preparation and plan. Therefore, as a secretary, you must re-check the schedules and
appointments. You should also remind the director and maintain a good communication with the clients.

operationstech.about.com

Here is a list of activities that you should do as a secretary during a business trip:

1. Remind the boss about the schedule
including the exact time and venue,
2. Prepare all the documents for the
meeting, conference or other events,
3. Note important information related
to the business’s trip agenda,
4. Prepare and compose Minutes of
Meeting (the template is available in
the Convening Meeting chapter)
5. Take pictures for documentations.
6. After the arrival at the airport, a
secretary must ensure the one who is
responsible to pick up the director,
7. Ensure the transportation to the
hotel is ready,
8. Inform the clients about the arrival,
9. Confirm hotel reservation: prepare
the confirmation numbers,
10. Recheck the itinerary and ensure the
meeting room or exhibition venue is
ready (Gesellschaft, Max Planck,
2014).

14
Exercises:

Match the words below!

1. Meeting a. Pertemuan/rapat

2. Exhibition b. Pameran

3. Reservation c. Pemesanan

4. Conference d. Konferensi/pertemuan

5. Trades e. Perdagangan

6. Itinerary f. Renacana perjalanan

7. Destination g. Tempat tujuan

8. Lodging h. Penginapan

9. Overnight i. Semalam

10. Sales mission j. Misi penjualan

Please answer the questions below!

1. In planning a business trip, what activities should you set

aside time to complete?

2. What procedures should you follow in making hotel

reservations by phone?

3. What items might be collected in a travel folder?

4. List five important travel safety tips.

5. Identify and describe three common forms of business travel.

6. Where can airline schedules be obtained?

7. What items generally appear in a travel itinerary?

15
2nd Case Study: Travel Reservations and Itinerary
Miss Emily has sent you some notes for a conference, she plans to attend in Sydney, Australia. She
asks you to research and make reservations for the trip. You should also key an itinerary for her trip.
Work with a classmate to complete this assignment.

1. Find information
2. using reservation Web site, research flights for Miss Putri’s trip. You could also telephone
airlines for flight information and costs. Miss Emily prefers coach nonstop flights if available.
Choose the flights you think are most appropriate, considering the costs and the schedule. Pretend
that you have reserved these flights for her. Make a note of the flight information for her itinerary
or print the information from the Web site if possible.
3. Miss Emily would like to stay at a hotel near the Sydney Opera House. Use a reservation Web
site to find a hotel near the opera house and to find available rooms and rates. You could also
telephone hotel reservations numbers (many are toll free) for information. Choose the room and
rates you think are most appropriate. Pretend that you have reserved a room for her. Make a note
of the information for her itinerary or print the information from the Web site if possible.
4. Create an itinerary. Use the itinerary for business trip to Hongkong as an example. Attach any
reservation information you have printed from Web sites for the airline or hotel. If you do not
print the information, take a note on each reservation and attach the note to the itinerary.

16
FOLLOW-UP AND EXPENSES REPORTS

arkenlivaj.blogspot.com

As a secretary, you need to think about business trip follow-up activities. The follow up activities
deal with accountability report. The report includes expense, meeting documents, tax and travel
documents, and thank you letters.

I. Expense Reports
Typically, a company will have a form that employees use to report travel expenses. The expenses
listed may include charges for items such as hotel rooms, meals, and car rentals. Other expenses, such as
for entertaining clients, may also be approved expenses. Some travelers may receive travel money in
advance from the company. These funds are accounted for on the travel expense report. Receipts may
be required for travel expenses. Follow company procedures to prepare expense reports. Be sure to obtain
the necessary signatures or approvals of the completed forms.

II. Meeting Reports

Examples of meeting reports include sales summaries, client 1 logs, project progress updates, and
others that present the results of the business trip. The completed reports may provide a written record of
decisions that were made or goals that were set (Minutes of Meeting). They may discuss complaints or
suggestions from customers or ideas for new products or services. Reports are sent to persons who will
be affected by the decisions, goals, complaints, or ideas.

17
 III. Letters and Documents
Thank-you letters may be sent to people with whom you meet during the trip. The need for thank-
you letters will depend on the purpose of the travel and business etiquette guidelines.
Other follow-up letters may provide a written record of agreements made during the visit. They
may give details that were not available during the meeting or discuss tasks related to the meeting. When
writing follow-up letters, remember to use effective communications to evaluate your documents.

IV. Travel expense report

Document that lists expenses to be reimbursed such as for hotels, meals, transportation, and so
forth (Menon, Anil & Christoph Wolff, 2019). Below is the example of travel expense report:

freedownloads.net

3rd Case Study: Follow-Up Report

Miss Emily has returned from her business trip in Australia. As a secretary, you are required to
compose a follow up report regarding the trip. The report consists of travel expenses including hotel
accommodation, flight tickets, taxi, meals, and tax. You also need to include important letters and
documents such as the minutes of meeting, conference, or other events in your report.

18
 REFERENCES

1. Agmasari, Silvia and Ni Luh Made Pertiwi (ed). travel.kompas.com, 2017.

2. Bouzebiba, Diane, 2014. Business Travel Insights. Gatwick: Amadeus Marketing.
3. Direktorat Jenderal Perhubungan Udara. 2018. http://www.dephub.go.id/berita/baca/kemenhub-
instruksikan-peningkatan-layanan-publik-di-bandara/?cat=QmVyaXRhfHNlY3Rpb24tNjU=.
Retrieved on October 15th, 2018.
4. Gesellschaft, Max Planck, 2014. Business Travel Handbook. Berlin: RadioNet.
5. Littlewood, Barkley, et.al. (November, 2018). Types of business travel: An overview. Retrieved
from https://www.ukessays.com/essays/tourism/types-of-business-travel.php?vref=1.
6. Menon, Anil & Christoph Wolff, 2019. The Travel and Tourism Competitiveness Report.
Geneva: The World Economic Forum.
7. Scowsill, David & Gordon Wilson, 2017. Maximizing Opportunities for Business Travel
Growth. London: World Travel and Tourism Council.
8. Smith, Janise 2017. “Secretary’s Duties of MAKING Travel Arrangements”.
https://careertrend.com/list-6797307-secretary-s-duties-making-travel-
arrangements.html. Retrieved on August 8th, 2017.
9. Swarbrooke, John. Susan Horner, 2011. Business Travel and Tourism. Oxford:
Butterworth-Heinemann.
10. Traveloka: www.traveloka.com
11. U.S. Department of State – Bureau of Consular Affairs. https://travel.state.gov/content/travel/en/us-
visas/tourism-visit/visitor.html#overview

19
GLOSSARY
Accomodation: a place (such a room in a hotel) where travelers can sleep and find other services

Airline: a company that owns and operates many airplanes which are used for carrying passengers and
goods to different places

Budget: an amount of money available for spending that is based on a plan for how it will spent

Clients: a person who pays a professional person or organization for services

Conference: a formal meeting in which many people gather in order to talk about ideas or problems
related to a particular topic (such as medicine or business) usually for several days.

Confirmation: proof which shows that something is true or correct

Corporate: involving or associated with corporation

Correspondence: the activity of writing letters or e-mails to someone

Currency: the money that a country uses: a specific kind of money

Deluxe: of better quality and usually more expensive that the usual ones of its kind: very luxurious

Destination: a place to which a person is going or something is being sent

Domestic: of, relating to, or made in your own country

DOs: somethings that you should do

DON’Ts: something that you should not do

Expenses: the amount of money that is needed to pay or buy something

Exhibitions: an act of showing some quality or trait

Immigration: to come to a country to live there

Incentive: something that encourages a person to do something or to work harder

Itinerary: the places you go to or plan to go to on a journey; also: a document in which the places you
will be going to are listed

Lodging: a place where a person (such as a traveler) can stay for usually a short period of time: a place
to sleep

Overnight: for or during the entire night

Passport: an official document issued by the government of a country that identifies someone as a
citizen of that country and that is usually necessary when entering or leaving a country

20
Penthouse: an apartment on the top floor or roof of a building

Premium: the price of insurance: the amount paid for insurance

Presidential: the head of the government in some countries

Sales: of, relating to, or used in selling

Standard: a level of quality, achievement, etc., that is considered acceptable or desirable

Superior: of high quality: high or higher in quality

Studio: the building or room where an artist works

Trades: the activity or process of buying, selling, or exchanging goods or services

Travel: to go on a trip or journey: to go to a place and especially one that is far away

Time zone: any one of the world’s 24 divisions that has its own time

Venue: a locale; also: a place where events of a specific type are held

Visa: an official mark or stamp on a passport that allows someone to enter or leave a country usually
for a particular reason

21
 INDEX

A
Affairs 4, 19
Agent
Agendas 3, 14
Anticipate 1, 2
Accommodation 3, 5, 20
Airlines 7,8,10,16
Allow 1, 2, 6, 7, 8,
Appointment 1, 6, 11, 13, 14,
Arrangement 1, 2, 3, 9, 11, 14, 20
Association

B
Balance 9
Banking 9
Based 7, 8, 20
Basic 5
Baptism 4
Barcode 4, 5
Booking 5, 6, 7, 8, 9
Breakfast

C
Certificate 3, 4, 5
Checking
Clients 2, 6, 14, 17, 19
Company 1, 3, 11, 12, 13, 16, 17, 20
Communication
Conference 1, 3, 5, 8, 10, 14, 15, 20
Confirmation 3, 5, 6, 7, 19, 20
Corporate 1, 8, 20
Correspondence 5, 13, 20
Currency

22
D
Daily 13
Dates 3, 6, 7, 8
Deluxe 7, 20
Documents
Domestic 1, 2, 3, 5,6, 8, 20
Destination 3, 9, 15, 20

E
Employment
Ensure
Executive 6, 7
Exhibition, 3, 5, 12, 14, 15, 20
Expenses 1, 5, 13, 17, 18, 20

F
Fact 6, 9
Facilitate 6
Family 4, 5, 10
Familiar 6
Fairs 1
Fares 8
Flight 1, 3, 4, 6, 7, 9, 16

G
Guideline 17

H
Hospitality 1, 5
Hotel 1, 2, 3, 6, 9, 12, 13, 14

I
Immigration 3, 4, 20
Important 3, 14, 15, 18
Incentive
Investigate 8
Information 3, 4, 6, 7, 8, 9, 16
23
Itinerary 1, 3, 5, 6, 7, 11, 13, 14, 15, 16, 20

J
Journey 11, 20, 21
Junior 7

K
Kind 20

L
Lodging 3, 5, 15, 20
Lunch
Luxurious 20

M
Management 5, 6
Manufacture 12
Materials 3, 11, 13
Mission 1, 5, 15
Money 9, 17, 20
Motel 7, 13
Motivate 1

N
Necessary
Negotiation 1

O
Online 1, 2, 3, 4, 5, 7, 8
Organize 3, 6
Organization 6, 7, 14, 20
Outline 2
Overnight 3, 5, 7, 15, 20

P
Penthouse 7, 21
Plan 2, 8, 11, 15, 20
24
Pick 11, 12, 13, 14
Prepare 2, 3, 4, 14
Promo 9
Promote 1
Purpose 1, 3, 4, 17
Purchasing 6

Q
Quality 20, 21

R
Registration 4
Reimburse 17

S
Safety 3, 15
Sales 3, 10, 15, 17, 21
Secretary 1, 2, 3, 4, 5, 6, 7, 9, 11, 14, 16, 18, 19
Series 7
Site 6, 7, 8, 9, 16
Staff

T
Ticket 1, 5, 6, 7, 9, 10, 13
Titles 3
Tourism
Transaction 9
Travel 1, 2, 3, 6, 9, 13
Traveling 1, 2, 3, 6, 9, 13
Trip 2, 3, 14

U
Use

V
Vaccination 3, 5, 6
Venue 3, 5, 14, 21
Visa 1, 2, 3, 4, 5, 6, 13, 19, 21
25
Visit 3, 4, 6, 12, 17 19
Vocabulary 5, 15

W
Web 7, 16
Website 4

X
Y
Yellow 2, 3, 5

Z
Zone 13, 21

26
27
28
29
30