Business Trip

Dina Amelia, S.S., M.Hum.

http://www.free-powerpoint-templates-design.com
Course
Students are able to make travel arrangement
Objectives 01 for business trip .

02 Students are able to make business itinerary.

Students are able to make online reservation.

03
 Course Outlines
1
Preparing and Planning Business Trip.

2
Ensuring the Schedule and
Appointments.

3
Following – Up Business Trip Report.
What is Business Trip?
Types of Business Trip
A Business Trip
is………….

A work-related traveling conducted by people

on behalf of their companies or organisation
(World Travel and Tourism Council, 2017: 1).
 Types of Business Trip
Corporate
Conferences Events
Exhibition and and Meetings
Focus on providing
Incentive Travel Trade Fairs events for the
Discuss certain
A reward trip offered Types of business issues, to conduct clients.
by the employers to trips that allow the negotiation, or to
the employees in travelers to keep up promote products
order to motivate with the recent news (marketing).
them to work harder regarding the latest
in the future. development in the
industry.

1 2 3 4

Essays, UK. (November, 2013).

Types of business travel: An overview.
The Roles of a Secretary

Traveling for business requires travel arrangements including travel

expenses, itinerary, flight tickets, hotel room reservation, visa and
passport for international trip (Smith, Janise, 2017).

Therefore, secretary’s duties include:

Making travel arrangement, preparing for appointments and
meetings with clients, taking care of the schedules, and composing a
business trip report.

More info on “Secretary’s Duties of MAKING Travel Arrangements”, you can access
https://careertrend.com/list-6797307-secretary-s-duties-making-travel-arrangements.html.
 Travel Arrangement:
Domestic and International Business Trip
8. International Trip. Learn about the
1. Learn the exact dates, places, and destination; DOs and DON’Ts,
the purposes of the trip,
2. Look for a rundown of an event that 9. Check the distance from airport/hotel
should be attended, to the venue,
3. Arrange the budget for 10. Make reservations for transportation
accomodation, ticket, transportation, and overnight lodging,
4. Schedule meetings, conferences,
sales missions, exhibitions or trades, 11. Prepare an itinerary and gather
5. Organize the names, titles, company supporting materials for the trip,
names, addresses, and telephone 12. International Trip. Prepare Passport
numbers or e-mail addresses of the and Visa: online register or visit
individuals with whom meetings are immigration office in your area,
scheduled, 13. Prepare and Ensure all business
6. Check for travel safety conditions in documents are complete,
the destination area,
7. International Trip. Check 14. Make sure that the ATM or Credit
necessary vaccinations and get Card will work in destination country
or prepare local cash,
Yellow Card or Health certificate,
15. Confirm all travel reservations.
 Passport VISA
What is Passport? What is VISA?

A passport is a travel document issued by a country’s A visa is a document that enables you to enter certain
government to its citizens that verifies the identity and countries for a period of time in.
nationality of the holder for the purpose of international
travel.

More info on Passport and VISA, you can access

www.imigrasi.co.id/index.php/en/publicservices/passport#requirements or visit the Embassy or Consulate’s
website.
 Travel Confirmations and Requirements

Booking and Checking and

Organizing
Purchasing Ensuring

• Domestic or international flights. • Arranging transport to or from • Ensuring that travel

• Place and dates. airports locally or at a documents (such as
• Hotels. destination passports, visas and work
• Train tickets or travel passes. • Arranging appointment with permits) are up to date
clients including time and • Ensuring items required for
place business meetings.
• Arranging the activities for
example meetings, including
booking meeting rooms and
equipment and preparing
documentation
• Rental cars or other
transportions.
Hotel Accommodations and Flight Tickets
Booking and Reservation
Travel Agent
Many business travelers must be away from home overnight Travel agents specialize in
and stay in a hotel or motel room. The next step you need to organizing and booking
all aspects of domestic
do as a secretary is booking flight tickets. and international travel.

Online Booking
Online booking allows
you to investigate travel
options before making a
decision, and prices
according to flexibility in
travel dates.

Booking on the Spot

Booking on the spot
enables the customers to
purchase ticket and other
transportation services
such as airport taxi.
 Travel Sites
Travel sites assist a secretary in mananaging travel
arrangement. Travel sites offer various benefits like vouchers
and discounts for transportation tickets and hotel rooms.
 Itinerary and Supporting
Material

Once the travel plans are set, you should prepare an

itinerary. What do you need to do?
• 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.

More info on Business Itinerary, you can access http://meetwithlisa.info/itenerary-template/excel-itinerary-template-trip-word-free-for-bachelorette-weekend/

 Ensuring The Schedule and Appointments
5
Recheck the itinerary and ensure the 10
venue is ready Documentations: pictures/video

4
Confirm hotel reservation
9
Compose Minutes of Meeting
3
Inform the clients about the arrival
8
Note important information
2
Ensure the transportation to the hotel
7
Prepare all the documents

1
6
Pick up the director
Remind the boss about the schedule
FOLLOWING-UP BUSINESS TRIP REPORT

Expense Meeting Report Letters and

Letters and
Report Documents
Documents
1 2
3 4
The completed
The expenses Document that
reports may Provide a
listed may lists expenses
provide a written record of
include charges to be
written record of agreements
for items such reimbursed
decisions that made during the
as hotel rooms, such as for
were made or visit.
meals, and car hotels, meals,
goals that were
rentals. transportation,
set (Minutes of
Meeting). and so forth
(Oliverio,
2010).
More info on Passport and VISA, you can access freedownloads.net
Business Trip Expense Report
Hotel, Flight Ticket (Round Trip), other
1 Transportations (Taxi/Rental Cars).

2 Passport, VISA, Vaccination

3 Meals: Lunch and Dinner

4 Entertainment

5 Additional Funds: Health, Travel

Insurance
Thank you
 amelia.dina
@teknokrat.ac.id
082185064900