Travel Industry Tools Updates

PROSPECTIVE CUSTOMERS FOR BUSINESS + INCENTIVE TRAVEL MEETING

Prospective customers for business and incentive travel meetings can be found among existing commercial accounts, manufacturing companies, universities and colleges, trade unions and associations, clubs and social organisations, and national and international organisations.

TYPES OF MEETINGS

MEETING REGARDING CLIENT’S BUSINESS

The things that an agent should find out regarding the client’s business are what types of products and services the company deals with, how many meetings are held yearly, who handles them, what the meeting objectives are, and whether future exhibitions and seminars will be conducted.

OTHER SERVICES WHICH AN AGENT CAN OFFER FOR MEETING

Apart from air transport and accommodation, the other services an agent can offer that will be profitable for him are pre- and post-congress tours, airport transfers, and car hire.

SIGNING CONTRACT WITH THE HOTEL FOR THE MEETING

Before signing a contract with the hotel, the aspects that the agent should check are: no. Participants, size of facilities required, types of bedrooms available, condition and view, ease of accessibility from the airport, rates, geographic surroundings (beach, shops, and churches), recreational facilities, parking facilities, special services offered (medical beauty parlours), and swimming pool.

MAKING NOTES ABOUT MEETING

Making notes about the meeting will assist the agent in planning future meetings and help in serving future clients even more efficiently.

PLANNING MEETING

When planning a meeting, the most important decision is choosing the location and hotel.

SEATING CONFIGURATION FOR MEETING

The types of seating configurations for meetings are U-shape, theatre, schoolroom, auditorium, E-shape, board of directors, and banquet.

SERVICES REQUIRED FOR MEETING

Meetings required a great number of services, which are not directly related to travel such as define the objectives of the meeting and set up the agenda, develop a theme and meeting outlines, establish a time table, determine who will attend, create a communication plan for the meeting, prepare printed materials, select the location/hotel based on needs, arrange for audio-visual equipment, arrange for transport and transfers, outline a budget, get approvals, arrange social activities and follow up and reconfirm all arrangements.

SETTING UP A MEETING ROOM

When setting up a meeting room, special attention must be paid to certain details such as location of the stage, tables and comfortable chairs, lighting and temperature controls, sufficient electrical sockets, transformers and voltage converters, audio-visual or interpreter facilities, microphones and earphones, proximity of rest rooms, facilities for coffee breaks, provision for water, pads and pencils if required and blackboard, screens and flip charts.

PLANNING TIME TABLE

PLANNING CHECK LIST FOR MEETING

The main headings to include when planning the meeting checklist are: meeting site, location, transport, accommodation, meals, meeting rooms, audiovisual equipment, telecommunications, offices and business suites, meeting sessions, special functions, and special arrangements.

PLANNING CHECK LIST FOR FINANCIAL ARRANGEMENTS

When planning a meeting, the agent should consider the following financial arrangements: budget estimates, the final budget, credit arrangements with the hotel and conference centre, a list of authorised signatures, and a review of final costs.

PLANNING CHECK LIST FOR AUDIO VISUAL EQUIPMENT & SERVICES

When planning a meeting, the agent should consider audio-visual equipment and services, including screens, blackboards and flip charts, projectors, films and slides, tape recorders, microphones and earphones, closed-circuit television and video, simultaneous translation, operators and interpreters.

PLANNING CHECK LIST FOR MEETING SESSIONS

When planning a meeting, the agent should consider the meeting schedule, speakers, handouts and presentations, photographer, and press conference.

PLANNING CHECK LIST FOR MISCELLANEOUS

When planning a meeting, the agent should consider the following miscellaneous items: pre-meeting mailings; production of promotional materials and identification badges; production of presentations; registrations and deposits; insurance; and mailing of travel and meeting documents and materials.

PLANNING CHECK LIST FOR OFFICE AND BUSINESS SUITES

When planning a meeting, the things the agent should consider regarding office and business suites include desks, tables and chairs, secretarial services, typewriters with a suitable keyboard, printing and reproduction equipment and services, telephones and telex, stationery, and a press room.

TRAVEL ARRANGEMENTS FOR MEETING

When making travel arrangements for meeting the things which should be consider by the agent are prepare a list of participants specifying their names, cities and origin, date of departure and time of arrival at the meeting, date and time of departure after the meeting, airlines and flight numbers, when sending tickets, enclose special baggage tags to identify meeting, members who are being met at the airport, color coding to identify those who board special buses or have reservations at different hotels, special attention must be paid to transfer details and welcome desk may be set up at the airport to coordinate transportation to the hotels.

PLANNING CHECKLIST FOR SPECIAL FUNCTIONS

When planning a meeting, the agent should consider special functions such as receptions, banquets, entertainment, spouses' programmes, and sightseeing.

PLANNING CHECK LIST FOR TELECOMMUNICATION

When planning a meeting, the agent should consider telecommunications, including telephones, telex facilities, mail services, computer access, and equipment.

PLANNING CHECKLIST FOR TRANSPORT

When planning a meeting, the agent should consider transport options (air, rail, road), transfers, visa requirements, vaccination requirements, and passports.

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