2.2-Factors that influence business travel arrangements., 2.1-Factors that…
2.2-Factors that influence business travel arrangements.
Destination- Distance will decide on the type of transport needed. E.g. a meeting from Newcastle to London you would use the train or a flight.
Dates/times- Consider flight and train times schedules. Can the person get to the meeting on time with their chosen transport mode?
Personnel-How many people need to travel? Mode of transport e.g. CEO (Chief executive Officer) will travel 1st class, more likely to travel by air instead of train when possible.
Special requirements- You need to consider medical conditions, allergies, physical disabilities. -Assistance may be required to help you board a train or flight.
This is pre-arranged.
Calculation and comparison of costs
Consider all costs involved e.g. booking fees, airport charges, car parking charges and overnight accommodation if required.
Think about- The cheapest mode of transport is not always the best because this type of transport may not get you to your meeting on time, journey’s may take longer using a bus instead of a train.
You do not want to spend more time travelling instead of concentrating on business activities.
Modes of transport timetables and schedules
This enables you to compare timetables and different types of transport. (train, bus, flight, car & ferry)
The most appropriate type of transport will be chosen. You will look at cost and the quickest method.
2.1-Factors that influence meeting arrangements
Internal meetings, these take place inside the organisation. E.g. office, meeting rooms.
External meetings, these happen outside the organisation. E.g. Hotels, within other business organisations, Conference centres.
purpose, Required personnel, Priority, Urgency
Purpose-This refers to what the meeting is about. E.g. to discuss business objectives, sales, staff, promotions. Used to make important decisions.
Required Personnel-This refers to people- Where do people need to be located, consider costs, for example can the meeting take place using video conferencing, chat instead of face to face.
Priority- Meetings are scheduled depending on how important they are.
Urgency-This means how soon the meeting needs to take place.
Resource Packs- This refers to what resources you may need at the meeting.
Documentation- Presentation- slides so you can make notes.
Visitor badges- This identifies visitors attending the meeting-linked safety.
Participant list- so you know who is attending.
This is where the business meeting will take place. You need to consider the following:
Availability –Are rooms available to hold a meeting?
Location-Are they easy to get to. Is parking available for those who drive to meetings.
Resources- Does the venue have computers, projectors to enable you to present information.
Catering facilities. -Can the venue cater for the number of people involved in the meeting?
Office space- Is there a meeting room available. Do you need to book one?