Top 5 Things to keep in mind when arranging corporate overseas travel:

By f4group, November 21, 2014

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  1. What do you want to get out of the conference/trip? What is the purpose?
  2. Is it for training, reward, teambuilding, cultural exposure or new connections? This can dramatically affect the destination, accommodation type, downtime, entertainment and so on. Get clear on what you want the end result to be and work the logistics from there not the other way around.

  3. Don’t get tripped up on the red tape.
  4. Double check all visa requirements and vaccinations, some visas can take over a month to process; make sure you are aware so that you can organise these straight away. The last thing you want is to have to leave anyone behind because a visa hasn’t come back on time. Also never assume that all your staff will be travelling on a British passport.
    You can check Visa requirements at:
    https://visasdirect.com.au/
    and vaccinations at:
    http://wwwnc.cdc.gov/travel

  5. Triple check employee’s details.
  6. It might sound like a no brainer but misspelt or wrong travel document details are one of the most common and costly mistakes when it comes to travel. Airlines charge a premium to change even one letter on a ticket.
    It is not uncommon for people to have a shortened or slightly different name on their legal documents, even their driver’s licence than that on their passport. The safest course is to book arrangements only with photocopies of traveller’s passports.

  7. Reconfirm everything.
  8. Requests are just that. Requests. Hotels, airlines, restaurants etc. will rarely 100% confirm your twin bedding request, gluten free meal, adjoining rooms and so on, even if they don’t tell you that.
    Avoid chaos and anxiety by calling to remind and reconfirm these requests the week prior.

  9. Ensure that everyone involved knows what’s happening, when.
  10. Provide a detailed agenda of flight times, locations, meeting times, requirements, dress code and any other important information in one document. Keeping everyone well informed and giving them one go to guide will ensure the event runs smoothly.

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