Travel Management Cycle PDF

ITTM REVIEWER schedules of flights (ETD/ETA) and frequency of flights (Daily, Weekly or any day of the week). WEEK 7&8 To do this correctly, agents s...

ITTM REVIEWER schedules of flights (ETD/ETA) and frequency of flights (Daily, Weekly or any day of the week). WEEK 7&8 To do this correctly, agents should have prior THE TRAVEL MANAGEMENT CYCLE extensive knowledge on world geography, Travel Operations Department is the core of airline flight geography, airport codes, and map the TMC business. It is engaged in the efficient reading. and effective delivery of the organization’s AIRPORT CODES services as partners or agents of travel suppliers. -×Get ready to memorize the International Airport Codes The Operations functions are divided into five, namely: PROCEDURES IN FLIGHT ITINERARY PLANNING COUNTER COUNSELING It aims to conclude -The simplest procedure is to select non-stop counter sales, which are transactions captured flights from one point to another, until the final by the travel counselors or staff. destination. × These transactions are the results of providing If there are no direct flights between the origin information and recommending suitable and and destination, one option is to use a attractive products. hub-and-spoke system. This involves choosing a major city as a hub and connecting it to various ×Effective counter counseling leads to counter destinations sales. It includes suggesting itineraries and ensuring proper travel documentation. RESERVATION When planning a flight itinerary, the following rules should be implemented: ×Avoid FARE CALCULATIONS crisscrossing ×Avoid backtracking ×The fewer TICKETING carriers used, the better. It is always concerned with competitive airfares. DOCUMENTATION For example, you are to locate a flight from WHAT IS FLIGHT ITINERARY PLANNING? Cebu to Istanbul (CEB-IST). As an agent, you can -It is the process by which cities to be visited are locate any flights connecting through the GDS. arranged in the desired sequence to conform But should there be no direct flights from CEB to with the passenger’s desired travel plans, IST, you are to locate any possible cities as starting from the point of origin to the transfer airports that will connect to Istanbul. destination/s to be visited. 24 Hour Time Zones To do this, agents must identify the city pairs × The arrival and departure times are expressed involved (origin/destination, or where a sector in local times. These are in a 24- hour format, begins and ends). Roundtrips are having two where hours are expressed in four digits × segments (Origin/Destination, and (Example: 07:30am is 0730H, and is read as Destination/Origin). Once this is placed, the “o-seven-hundredthirty hours”). agent shall locate and reserve based on the The world is divided into 24 time zones, with NATO Phonetic Alphabet, the Universal the Greenwich Meridian Line as the reference. Language of Aviation × While it's possible to use Each 15-degree deviation from the GML "Mama" and "Nancy" instead of "Mike" and corresponds to 1-hour time difference. A "November" in the phonetic alphabet, it's not movement of 15 degrees East of GML is GMT+1, the standard practice. × The current standard while a 15-degree movement westward, is phonetic alphabet, known as the International GMT-1. Phonetic Alphabet (IPA), uses words that are easy to pronounce and understand in most languages. "Mike" and "November" are part of The GMT, or the Greenwich Meridian Time is this standard. the basis of locating time zones around the world. The east and west zones meet finally at the International Date Line (IDL), where 1200H east is the same as 2400H in the west. Note that the time zones are not set straight, thus, it is jagged so as to avoid crossing between landmasses which can make the same country having multiple time zones. Greenwich Meridian Line (GML) International Date Line (IDL) 24 Hour Time Zones At the IDL, if a plane crosses it from west to east, a day is gained. Otherwise, when a plane crosses IDL from east to west, a day is lost. (Example: Plane A leaves LAX by July 10, can reach MNL by July 12; and Plane B leaves MNL by July 11, can reach LAX by July 11 also). The Booking Card for Travel The Phonetic Alphabet × The booking card is the working form of the Memorizing the phonetic alphabet is essential Operations Department. It has complete record for clear communication in the travel industry, of all requirements of the passenger and especially when dealing with international provides a history of actions taken, travelers or making reservations over the confirmation, option dates, and relevant phone. ×It helps to avoid misunderstandings information. and ensures that names, places, and other important details are accurately understood and Methods of Flight Reservations recorded. MANUAL – these are traditional ways of placing and travel agents. They provide a centralized reservation before the advent of e-commerce platform for searching and booking travel and the Internet. services. It involves direct contact with the supplier’s staff TO BE CONTINUED.. via mobile or regular phone. It is highly personal FARE and fosters client-intermediary and intermediary-supplier commercial relations. The amount charged by a carrier of a passenger and his allowable free baggage, and is the ELECTRONIC current fare that a carrier in the publication it Electronic Reservations – This was introduced normally uses to publish fares holds out to the through the advent of e-mail correspondence public as applying to the class of service to be and involves writing to the email address of the furnished. supplier and receiving a reply from a The amount to be charged for an air journey is department or individual. dependent on the type of journey to be ×Another way is to place an electronic undertaken. reservation thru an interactive website where For example, a passenger who boards an no human contact is involved. The site has field aircraft at point A, flies direct, non-stop to point and boxes to fill in requests, and the site B, and disembarks will be charged the automatically issues a PNR once the request has corresponding published fare for that trip. been confirmed. × However, most journeys are not that simple. Through the suppliers' email address es, active A passenger may ask for an intermediate stop/s, websites, mobile apps, and partnered return trips or different classes of service. intermediaries that accept reservations and provides information TICKETING There is no direct human contact A ticket is a contract between a passenger and a carrier and represents a passenger’s payment to Airline's Website the travel agent. AUTOMATED Only after the reservations have been processes these are placed through a Global Distribution and confirmed and the applicable airfares System wherein the supplier is a member. calculated, can the Ticketing Officer issue an air Unlike electronic, this method provides the ticket. It is the final step in processing a availability of a service first, allowing the client passenger’s air travel requirements to make a choice. After selection is made and Paper Ticket inputted, the system can provide confirmations. AUDIT COUPON The GDS in the travel industry are the Abacus, Amadeus, Galileo, and Sabre and in the hotel – contains the original details of the transaction. industry, the commonly used CRS is the Fidelio It is detached after completion and validation of System. the ticket and attached to the sales report. ×These are powerful computer networks that × FLIGHT COUPON(S) – which are left in the connect airlines, hotels, car rental companies, ticket until a passenger checks in at the airport. Upon checking-in, the counter staff lifts the ×Documents required for entry to, and exit applicable coupon as his flight pass. Each from, the destination country coupon is valid only for travel between the ×Documents required for reentry to the country points named in the said coupon. of origin TRAVEL DOCUMENT It is a document issued by a government or international treaty organization to a certain individual to facilitate AGENT COUPON traffic across intercontinental boundaries – removed at the time the ticket is completed Part of the travel services provided by a travel and validated; it is retained by the issuing office agency is assistance and advice for its clients in as its copy. acquisition and processing of travel documents. × PASSENGER COUPON – retained by the Documents required for leaving the country of passenger after the trip. It contains the details origin and documents required for entry to and of the transaction and is similar to a receipt for exit from the country of destination. money paid PASSPORT A Philippine passport is a travel document and is a Primary National ID issued to citizens of the Philippines. It is issued by the ELECTRONIC TICKET Department of Foreign Affairs and Philippine A announced in 2004 that it would aim to diplomatic missions abroad, with certain Electronic Ticket eliminate paper tickets by exceptions. December 1, 2007. Under Republic Act No. 8239, also known as ×An E-Ticket (ET) is a paperless electronic the “Philippine Passport Act of 1996,” a document used for ticketing passengers, Philippine passport is a document issued by the particularly in the commercial airline industry. Philippine government to its citizens requesting other governments to allow its citizens to pass ×The ticket per se is stored in the airlines vast freely, and in case of need to give them lawful computerized reservation system, while the aid and protection. passenger is provided with a so-called transaction receipt, which specifies all details of TYPES OF PASSPORT the air journey.. Regular (Maroon) ×E-Ticketing is the process of simplifying the ×A regular passport is issued to any citizen of issuance of paperless e-tickets, generating the Philippines applying for a Philippine electronic reports and monitoring passport. It is the most common type of materialization of bookings. passport issued and is used for all travel by DOCUMENTATION It refers to the process of Philippine citizens and nonofficial travel by legally securing the necessary travel papers for Philippine government officials. prospective passengers. These are divided into: 2. Official (Red) × An official passport is issued ×Documents required for leaving the country of to members of the Philippine government for origin use on official business, as well as employees of Philippine diplomatic posts abroad who are not ×Documents required for transit countries members of the diplomatic service. × It is the × NOTE: If woman opts to retain maiden name, second of two passports issued to the President a Marriage Contract is not required. Additional and the Presidential family. As such, this requirements may be required, please refer to passport does not extend the privilege of the section below. diplomatic immunity. Government officials are × Supporting Documents for Adult New prohibited from using official passports for Applications non-official business, and as such also have regular passport The following IDs may also be used in lieu of the Philippine Identification 3. Diplomatic (Blue) (PhilID) / ePhilID: ×Social Security System (SSS) × A diplomatic passport is issued to members of Card the Philippine diplomatic service, members of the Cabinet, service attachés of other ×Government Service Insurance System (GSIS) government agencies assigned to Philippine Card diplomatic posts abroad and Philippine delegates to international and regional ×Unified Multi-Purpose Identification (UMID) organizations. Card × It is the first of two passports issued to the ×Land Transportation Office (LTO) Driver’s President of the Philippines and the Presidential License family. This passport has a dark blue cover and ×Professional Regulatory Commission (PRC) ID extends the privilege of diplomatic immunity to the bearer. ×Philippine Identification (PhilID)/ePhilID CORE REQUIREMENTS FOR ADULT NEW ×Overseas Workers Welfare Administration APPLICATIONS (OWWA) E-Card × Confirmed Online Appointment ×Commission on Elections (COMELEC) Voter’s ID or Voter’s Certificate issued from COMELEC × Personal Appearance main office in Intramuros, Manila. × Accomplished Application Form LAISSEZ-PASSER × Original and photocopy of Philippine Statistics ×In French, laissez passer means "let pass," and Authority (PSA) Authenticated Birth Certificate the phrase is used for documents that give a on Security Paper person permission to pass. ×Married Females (who are using their spouse’s ×It is a diplomatic travel document issued by the last name) must also present Original and United Nations under the provisions of Article submit photocopy of PSA Authenticated VII of the 1946 Convention on the Privileges and Marriage Contract on Security Paper or Report Immunities of the United Nations in its offices in of Marriage New York City and Geneva, as well as by the ×Local Civil Registrar Copy is required if PSA International Labour Organization (ILO). Birth Certificate is not clear or cannot be read ×The UNLP is issued to UN and ILO staff as well × Any of the following acceptable IDs with one as staff members of international organizations (1) photocopy A visa is a conditional authorization granted by × OFFICIAL VISA is granted to officials doing job a country to a noncitizen to enter and for their governments or otherwise temporarily remain within that country. Visas representing their countries in the host country, were usually stamped or attached to passport such as the personnel of diplomatic missions. and typically include limits on the duration of × DIPLOMATIC VISA is normally only available the noncitizen's stay, territory within the to bearers of diplomatic passports. country they may enter, the dates they may enter, or the number of permitted visits. WEEK 9&10 Types of Visa Tours can be classified into two factors either classification based on the purpose of travel or × TRANSIT VISA - for passing through the classification based on the market segment. country to a destination outside that country. Validity of transit visas are usually limited by The classification based on purpose of travel short terms such as several hours to 10 days may include but are not limited to sightseeing, depending on the size of the country and/or the outdoor activity, sporting and adventure, circumstances of a particular transit itinerary. cruise, cultural and heritage, wellness, honeymoon, pilgrimage, MICE, ecology and × AIRSIDE TRANSIT VISA - required by some special interest tours countries for passing through their airports even without going through passport control. × CREW MEMBER, STEWARD OR DRIVER VISA, 1. Sightseeing Tour - It is an activity of issued to persons employed or trained on traveling around a place, to see some aircraft, vessels, trains, trucks, buses and any interesting and panoramic places. The other means of international transportation, or most common examples are rolling city ships fishing in international waters. tours that follow a certain circuit as guide for destinations to visit. × SHORT-STAY OR VISITOR VISA, for short visits 2. Outdoor Activity Tour - the term of to the host country. Many countries classification refers to an "outside of differentiate between different reasons for door" trip usually in forms of recreation these visits, such as: and leisure that requires minimal PRIVATE VISA, for private visits by invitation of physical engagement such as swimming, residents of the country. fishing, and hunting. 3. Sporting and Adventure Tours can be × TOURIST VISA, for a limited period of leisure classified as trips for enjoyment, travel, no business activities allowed. exercise, and challenge. This require × Visa for medical reasons, for undertaking more physical engagement than an diagnostics or a course of treatment in the host ordinary outdoor activity. This includes country's hospitals. kayaking, diving, canyoneering, rafting, mountaineering and rock climbing. × BUSINESS VISA, for engaging in commerce in 4. Cruise Tour - an overseas type of tour the country. These visas generally preclude on board a cruise ship that usually lasts permanent employment, for which a work visa for days, weeks, or months depending would be required. on the type of tour availed. The most common routes pass through  Caribbean, Mediterranean, Alaska and travel visiting fragile and unspoiled some Asian sea circuits. This also natural areas whose purpose is to includes land tour of interior conserve and preserve environmental destinations for each port to dock features and resources. This type is 5. Cultural and Heritage Tours - this usually educational and some of the involves visiting sites of significant past common places to visit are forests, land cultural and historical identity. This and water forms, caves, and national usually includes museums, forts, and wildlife parks. landmarks, ancestral properties and tour operations other prehistoric establishments. 6. Wellness Tour - a form of travel Based on the market segment associated with the pursuit of maintaining, enhancing, and 1. Free independent traveler (FIT) rejuvenating one's self in the aspects of Tour pertains to traveler who minimally or so physical, mental and emotional health. not need assistance from travel intermidiares 7. Honeymoon Tour - this tour originated for as the name impLies. from Western traditions, is a type of travel in celebration of newly married 2. Family or group tour- involves family and or couples after their nuptials. Some do other social unit shares the same purposes and travel in group together with their interest friends and family members and the 3. Business tour- type of professional travel all common destinations of this type are too often related to an individual or group seaside resorts and romantic cities business or work where traveler enjoy. 8. Pilgrimage tour, one of the oldest forms of travel, is a type of religious trip that 4. Institutional tour- represent an even larger roots from the motivation of achieving scale of account to handle. these are common and practicing one's spiritual belief and to private and public sectors of companies doing attitude. The destinations under this team building. type include churches, temples, meccas 5. Educational tour- a large segment in the and other places showcasing religious travel industry catering to the educational features and historical happenings. learning needs of students usually from high 9. Meetings, Incentives, Conventions and schools, colleges and universities. This type Exhibitions (MICE) Tours are associated requires a knowledge-gaining travel usually in with travels aimed for business, the aspects of cultural and ecological tours. educational, and institutional purposes. It includes programmed and themed Types of tour operator events, seminars and symposiums, Inbound tour- are technically who receive professional networking and some clients and handle tour of foreign tourist coming social affairs. These are commonly held in the host country. in conference, event and convention centers and in large-sized hotels and Outbound tour- basically those whose target resorts. market and specialization are focused to 10. Ecological Tour, also known as international destination catered for domestic "ecotourism", involves green-themed market in which the most common purposes of - remarks, notes or special request of the client travel business and leisure. to be written and relayed which may noy be incurring charges yet subject to availability Domestic tour- who accomodate and sell domestic services. There are operator who assemble and create domestic tour. Type of payment transaction- denotes the Ground tour operator- also known as billing type based in the supplier billing policy destination managament companies (DMCs) are commonly tagged as the “handle agencies” as their function is to arrange tours for incoming Mode of payment- means of guest paying foreign tourist on behalf of overseas tour. transaction based on his preference or capability which can be thru cash, card or bank. Issued by and to- indicates the name of the Flight number- known as flight designator prinicipal guest which serves as the contact pertains to the code of an airline service of a person of an entire travelling party particular flight schedule. All details must have to be filled out correctly Transfer-in and completely otherwise, input N/A for - service availed for land transport usually from sections that are not applicable. the airport going to the hotel on the day of arrival (check-in) Travel agents primarily act as intermediaries between travelers and service providers. They Transfer out- service availed for land transport book flights, hotels, activities, and other travel usually from the hotel going to the airport on components based on individual client needs the day of departure from hotel (check-out) Tour operators create and package specialized travel experiences. They design itineraries, arrange transportation, provide guides, and City tour- covers all the specific details such as combine these elements into comprehensive date, pick up, location and time and all the tour packages. inclusive components of tour.. WEEK 10 Travel insurance provider- specifies the name of the supplier company providing the travel The Booking Form insurance which the number of person covered -It is an internal document summarizing all the must also be indicated. travel information stating all the specifications of requested travel services that will be availed. Some booking forms are system-generated especially for ready-made or auto-designed travel packages in which bookings are coming Other specification from online mediums, one must still know how to manually fill-out the necessary information in a booking form should a need arise that a client ETD The Estimated Time of Departure that is requesting for a customized package. should be written in military time (24-hour clock) Destination Refers to the country or city to be visited ETA Stands for Estimated Time of Arrival that should be written in military time (24-hour Name of the guest- fully and correctly as clock) indicated in the passenger's passport. Flight number also known as flight designator Contact no. It can be a landline or mobile phone pertains to the code of an airline service of a number of the principal guest as the main particular flight schedule composed of contact person. alphanumeric characters Email address This is where the confirmation of Transfer in A service availed for land transport vouchers and tickets will be sent usually from the airport going to the hotel on No of adults Refers to the number of people the day of arrival (check-in) of the guest. traveling from 12 years old and above. Transfer out Aservice availed for land transport No of children Refers to the number of people usually from the hotel going to the airport on traveling below 12 years old and may be the day of departure from the hotel (check-out) onsidered as free-ofcharge (FOC) for hotel of the guest. accommodation Accommodation Indicates the name of the hotel and resort where the guest will stay No of nights It is an indicator of the guest's length of stay (Ex. 2D1N or 2 days and 1 night) Check in date The date of guest's arrival. Note that the standard check-in time for hotels is 2:00 p.m. (1400H) Check out date- The date of the guest's departure. Note that the standard latest check-out time for hotels is 12:00 p.m. (1200H) Flight States whether the availed service is one-way or roundtrip Route This has to be written in abbreviation indicating the origin and destination based on IATA airport coding. (Ex. MNL-HKG) Airline represents the name of the carrier company that must also be written in IATA airline coding