Fundamentals of Travel and Tours PDF

CHAPTER 1: FUNDAMENTALS OF 3. VFR (Visiting Friends and Relatives) TRAVEL AND TOURS – for the purpose of leisure, recreation, and holidays. Terminologies...

CHAPTER 1: FUNDAMENTALS OF 3. VFR (Visiting Friends and Relatives) TRAVEL AND TOURS – for the purpose of leisure, recreation, and holidays. Terminologies 4. Day Tripper – tourist not staying overnight (less than 24 hours). Domestic Tourism – travel within the 5. Staying/Overnight – stays at least 1 national boundaries. night in a private accommodation. 6. Short break/City break/Shopping FAM Tour – Familiarization tour usually breakers – stays in a destination offered to travel agents and tour operators. minimum of 3-4 nights. 7. Backpacker – staying in hostel/camp Group Inclusive Tour (GIT) – tourists travels to save money while exploring with the company of other tourists. various destinations. 8. DINKY – younger couple with no kids Independent Inclusive Tour – tourist travels yet having high disposable cable to destinations individually. income looking for luxurious holidays. Independent Tour – tourist buys tourism 9. Empty Nester – parents whose components separately. This can be done in children have left the family and have advance through a travel agent. high disposable income. 10. Grey Market – people who are retired International Tourism – travel across and have disposable income from international boundaries. It requires their pension and savings, relax passports, visas, and other conditions to be holidays such as cruising. met by tourists. 11. Business Tourist – travels for business meetings such as sales trips, Package Tour – sometimes called “inclusive conference and trade shows. tour”, an arrangement in which tourism components are bought at an all-inclusive INCENTIVES – include travel to a foreign or price. domestic country as part of motivational incentive scheme to increase or reward the Tour Operator – organizes tour packages and employee effort. purchases other tourism services such as transport and accommodation in advance. CONFERENCES – multi day events having at least 100 delegates attending the event for Travel Insurance – an insurance product the purpose of exchanging information. designed for use by different types of travellers such as those who travel for EXHIBITIONS- involve the bringing together business, visiting relatives, and are students of people for the purpose of viewing products during their domestic and overseas travel. and services. TRADE FAIRS – meet agents and supply information materials (publicly materials). TYPES OF TOURISTS TYPES OF TOURISM 1. International Tourists – people travelling to other country for less Leisure – travel for pleasure and fun. than 12 consecutive months. 2. Domestic Tourists - people travelling MICE – travel for attending meetings, within their own country. incentives, conferences, and exhibitions. VFR – travel to meet friends and relatives on family occasions. Medical Tourism – medical packages which Volcano Tourism – visit to volcano sites for offers cheaper general or cosmetic surgery sightseeing and also as part of educational abroad followed by recuperation (regain tours. health). Hop-On Hop-Off Tours- an excursion often by Religious Tourism – religious journey or bus or coach which take tourists around the pilgrimages destinations to perform religious main landmarks and attractions of a rituals or ceremonies. destinations. Adventure Tourism – travelling for thrill NATURE OF TRAVEL AND TOURS seeking activities. Travel – movement from one place to Cultural tourism – heritage tours visiting another. historical and cultural sites to appreciate the local life styles. Travel Industry – also called “tourism network” refers to several aspects of service Sports Tourism – trips to see events such as industry which cater the needs and wants of FIFA World Cup. people who traveled and will travel from different parts of the world. Spa Tourism - visit to spa resorts which offer health therapy and beauty treatments in SECTORS OF THE TRAVEL INDUSTRY luxurious relaxing surroundings. 1. Transportation Accessibility Dark Tourism – trips to locations of former a) Coach Services – cater not conflicts such as battle fields or concentration only intercity lines or long camps. distance travel but also charter vehicles. Sex Tourism – commercial sexual b) Railway - the appeal of rail exploitation of children and young women. travel has been further enhanced by the recent Sustainable Tourism – tourism takes place introduction of high speed without damaging/alter destination’s trains. economy, social fabric and physical c) Spacecraft – is now becoming environment. known as form of Slum Tourism/Poverty Tourism – visiting transportation. poor settlement area to appreciate the local d) Water Transport – major lifestyle and living standard. factor in tourism and hospitality. Mountain Tourism – travelling to a mountain e) Car Rental – in close area to enjoy clean air, scenic beauty and local connection with airline and traditions. railway transportation. f) Airline Industry – popular Water Fall Tourism – travelling to waterfalls choice among travelers who area to pursue outdoor activities such as want to arrive at destinations bunged jumping, water rafting, and hydro quickly. speeding. 2. Accommodation Cave Tourism – travelling to caves for sightseeing of underground landscapes. Hotels – most popular form of accommodation that provides the needs of modern travelers.  Shared Accommodation – includes all 5. Connected Industries facilities and amenities of the entire home such as apartment or a house of just a room Foreign Exchange – where foreign space. moneys are bought and sold. Hostels – provide minimal amenities Travel Agents – are middlemen that act such as bunk bed and commonly shared as intermediaries between the suppliers and toilets and baths. Categorize as budget choice. tourists. Camping – outdoor accommodation that Tour Operators – are wholesalers of make use of tent. tourist products. Timeshare Accommodation – modern Online Travel Agencies (OTAs) – very tourism product that succeeds in combining much like the traditional travel agency when tourism and real estates. it comes to its role, only uses internet as it main source of operation. Bed and Breakfast – provide a room, bath and a hearty breakfast to tourist. Known Tourism Organizations – could be as “BnBs”. government or non-government units which composed of different tourism sector. 3. Food and Beverage Educational – includes academic Restaurants – where people sell food and institutions and tourism organizations that drink to customers in a public place in organize and sponsor activities like seminars, exchange for money (Han Dian 2014). conferences, trainings, and tourism skills competition. Catering – provide product and services to hotels and airlines. Promote local food and TYPES OF TOUR culture of destinations. Independent Tour – tourist buys tourism Bars and Coffee Shops – provide components separately. relaxing atmosphere for travelers to eat and drink; a place to socialize. Escorted Tour – tourist are accompanied by a tour director who arranges everything and Night Clubs – establishments that stay takes charge of the entire tour. open until late night offer f&b along entertainment. Hosted Tour - tourist are accompanied by a tour guide once arrive at a destination region. 4. Entertainment Incentive Tour – given to employees as a Casino – provides people with reward for their excellent performance. opportunities to gamble. Tourist Information Center – provides reliable information and resources about the new destinations. Shopping – plays an important role in travel and tourism. Tour Guides and Tours – an employee or an affiliate of a licensed tour operator. CHAPTER 2: HISTORICAL PERSPECTIVE shipping company organizing travel OF TRAVEL AND TOURS and tours.  1970: The Company grew in Historical Background of Travel Agency popularity, contributing to India's and Tour Operation tourism industry with cultural and wildlife tours.  The travel agency industry has  1980s: Cox and Kings expanded its evolved significantly, with the first travel and tour services to Latin modern travel agency emerging in America, the Middle East, Africa, the 19th century. and Eastern Europe.  People must not forget that the travel  Modern Age: continuously becoming agency industry keeps moving more and more popular and forward and is starting to embrace developing more modernized travel modern business by using technology and tour packages that cater to the in every transaction (Feldman, 2015). different parts of the world.  Modern tour operators are organizations, companies, or private THOMAS COOK entities that cater to travelers by  Known as the FATHER of Tourism organizing group tours and and Father of the Travel Agency independent travel packages. Business. Born on November 22,  In the mid-19th century, tour 1808 in Derbyshire, England. Died operators began as ticket agents for on July 18, 1892. steamship lines and railroads, also creating itineraries and arranging Thomas Cook and His Contribution to accommodations for affluent clients. Tour and Travel Management  Post-World War II (late 1940s- early 1950s) marked a turning point  1841: The history of travel trade with the introduction of modern began when Cook organized a trip by commercial aircraft and highways, train for 570 members to a distance of making travel more comfortable and 22 miles. convenient and boosting the tour  1845: He set up a travel business that operator industry. was known as “The World’s First  The rise of low-cost airlines, easier Travel Agency” to organize airport access, and cheaper travel excursions. Started to organize further encouraged international railway and steamship excursion travel. through Scotland, England, and  Cox and Kings, to be Known as the Europe. First Travel Agency in the World  1855: He started to create tour  Cox and Kings is the oldest packages and offer them to public. established travel company, Conducted the world First founded on May 25, 1758, in the 18th International Tour from England to century. Paris.  Richard Cox was appointed regimental agent to the Foot Guards Establishment of the Modern Travel by his mentor Lord Ligonier, the Agency commander-in-chief of His Majesty's Armed Forces.  1845: Organized the First Mass  1923: Cox and Co. was sold to Lloyds Tour across England. Bank, becoming Cox and Kings, a   1851: Cook's travel business further CHAPTER 3: ROLES OF TRAVEL progressed when Sir Joseph Paxton AGENCIES AND TOUR OPERATORS architect of the Crystal Palace, convinced him to organize package In the travel industry, travel tours, bringing workers from agencies and tour operators play an Yorkshire and the Midlands to London essential role. They are the ones who are for the Great Exhibition. Cook did not hesitate and took the opportunity, responsible not only for selling and leading to another success in his promoting tourism products and services but travel business. for also producing them. Travel Innovation Travel Agency and Its Nature  1868: More developments in the Travel Agency services were being introduced to the travelers which were the hotel  A type of business that acts as an coupons, to help customers enjoy intermediary or middlemen between hassle-free check-in procedures in tourism products and the tourists. hotels.  Considered as one of the most  1874: Cook introduced the Circular essential businesses in the tourism Note. Used for travelers safety. industry. It normally creates Circular note is counterpart of today’s traveler’s cheque, not only accepted itineraries and offers them to tourist. in hotels but could also be used for Also known as the “Image Builder of restaurants and transport services. a Country” (Tourism Notes, 2018) Package Tours for the Middle Class Tour Operator and Its Nature  During the mid-19th century, middle- class people started to Tour Operator – an organization, firm, or company that buys travel components experience increased income and individually and combines them into a consumption. Cook took the advantage of package tour. Tour operators are also known developing a customized packaged tour as the manufacturers of the tourism designed to suit the needs of this market. He products and services. negotiated with hoteliers to make the package tour more affordable to the market. Functions of Tour Operators Great Journey A tour operator provides the most convenient option for the tourists to travel to and enjoy 1869, Cook’s company succeeded in the stay in their chosen destination. A tour traveling across the Atlantic Ocean by operator, most of the time, owns businesses steamship to discover new points of interest within the tourism sector such as transportation, accommodations, and food for his travel business. The trip was made and beverage. As cited in Tourism Notes possible by traveling to Egypt via China, (2018). Some of the most important functions following the opening of the Suez Canal and of the tour operators are the following: the completion of a rail network linking the east and west coasts of America.   Planning a Tour Tour Operator  Creating Tour Packages  Sells different travel components  Organizing a Tour directly to tourists.  Providing Travel Information  Offers a variety of tour products/  Making a Reservation programs  Managing a Tour  Larger business organization  Evaluating the Available Options  Promotion Inbound Tour Operators – also known as  Sales and Marketing incoming tour operators. Their role is to receive tourists in the host country, and  Taking care of problems that may handled all their land arrangements. arise during the tour Outbound Tour Operators – promote tours Retail Travel Agencies - Act as resellers of for foreign destinations. They develop and tourism products and services. They sell create tour packages that will allow tourists products and services direct to the tourist to visit and enjoy their stay from one country and receive commissions from the suppliers to another country. as their income. Mark up price is the difference between Domestic Tour Operators – create and retail price and wholesale cost. assemble travel components into all-inclusive Functions of retail travel agencies are as tours and market them to domestic travelers. follows: preparing tour quotations for the tourist, booking and reservation of Ground Operators – also known as handling transportation, accommodation, food and agencies and their main role is to organize beverages entertainment, visa assistance and and arrange tours for incoming tourists on other travel documents, foreign exchange, behalf of overseas operators. and arrange travel insurance. Wholesale Travel Agencies – purchase Role of Travel Agency and Tour Operation travel components in bulk from suppliers, in the Tourism Industry assemble tour packages, and sell them to the tourists through retail travel agencies. The tourism industry is one of the Assembled Package Tours - allinclusive fastest-growing industries in the world. With trips that include transportation, millions of people traveling across different accommodation, meals, entertainment, and countries, it obviously favors the growth of its other activities and services required by the economy, especially those in developing tourists. countries. It obviously favor the or reason Difference between Wholesale Travel people have, it is the role of the tour Agencies and Tour Operators operators and travel agencies to entice them to travel, thus having remarkable hold in Wholesale Travel Agency sustaining the growth of the travel and tourism industry all over the world (Jain, n.d.).  Does not sell their products and services directly to the public  Deals with one component of travel products and services  Medium to large business organization Fundamental Technological Changes that have Affected Travel Agencies and Tour Operation Businesses  Business Setup 1. Internet Usage – In the 21st century, the most powerful source of business This is the foundation of standard is the Internet. operating. It involves manpower potential and 2. Usage of Social Media – They use systems to determine task provisions and social media as part of marketing and responsibilities to deliver organizational communications strategies. objectives. 3. Mobile Technology – Nowadays, travelers have all the pertinent Travel Management Companies Focus on information about their trip in the Eight Areas of Services palm of their hand. Travel agencies and tour operators have to adapt to A travel management company this swift change in reality to be able focuses on strategic value propositions to to sustain their business. meet clients' travel needs within a budget, 4. Digitalization – helps travel agencies serving corporate clients, individuals, families, and tour operators to be highly and organizations. In the Philippines, the competitive in the business world. distinction between a travel management 5. Big Data – a customer’s data base can company and a travel agency is subtle: the help travel agency analyze its former sets the guidelines, while the latter customers’ behavior patterns. handles reservations and bookings based on 6. Artificial Intelligence - Nowadays is those guidelines. incorporated into mobile devices and applications. It is a great help for The Travel Management Companies’ travel agencies and tour operators, Deliverables offering convenient and comfortable services in assisting their clients. 1. Professional Insights and Updated Advice - Colleges and training centers Travel Technology - Also called tourism offer tailored tourism curriculum to technology and hospitality automation, it is keep practitioners updated in the fast- the application of Information Technology (IT) evolving industry, supported by or Information and Communications onsite training and regular insights Technology (ICT) in the travel, tourism, and from airlines and hotels. Travel hospitality industry. management companies provide expert advice on complex fare Travel Trend- This is a pattern of gradual structures and regulations, ensuring change and development of the products and clients understand requirements for services of the travel industry. itineraries, visas, and other travel documentation to avoid costly misunderstandings. 2. Travel Advisories, Warnings, or Alert - The travel industry faces various challenges, especially during the pandemic, requiring close monitoring of health protocols, financial risks, and border regulations. CHAPTER 4: THE BUSINESS OF TRAVEL Travelers must stay informed about MANAGEMENT service disruptions, repatriation rules, and advisories to ensure safe and informed travel plans. 3. Guide and Review of Travel Policies management companies secure - In corporate travel, ethical practices, discounted rates on travel services due diligence, and adherence to travel through volume sales, enabling them policies are crucial. Official travel to negotiate exclusive contracts. They requests only cover specified maintain competitive pricing even activities, and anything outside those with service fees, and large clients arrangements is unauthorized. Just may offer incentives based on savings, like academic movements regulated promoting mutual benefits. by the Department of Education, there 8. Round the Clock Support System: are strict guidelines to follow. 24/7 Help Desk: A Sense of Peace of Unauthorized travel can have legal Mind - Handling corporate accounts implications, emphasizing the need poses challenges due to sudden for professional handling within schedule changes during travel. A established boundaries. 24/7 help desk provides immediate 4. Collation of Reports for Data and assistance and connectivity, ensuring References - To evaluate corporate prompt support for emergencies like travel expenses, accurate records of flight changes or cancellations. This trips and related agendas are service enhances quality and client essential. Analyzing travel reassurance, often with third-party expenditures, including routes and support to manage urgent concerns. discounts, helps inform future budget projections and decision-making. Attributes of a Good Travel Comparative records can lead to more Management Company efficient travel program designs, providing valuable insights for future Delivering excellent service in travel incentive movements. management relies on consistency and 5. Current Systems and expertise, regardless of the complexity of Methodologies - Travel booking requirements. Reputable companies gain systems, including software and preferential rates and support from mobile applications, are frequently legitimate suppliers, reflecting their updated to enhance efficiency. Travel industry standards. Their reputation is management companies adapt these often validated by endorsements from tools to streamline their services, accrediting organizations, ensuring they even for last-minute needs. By using a meet clients' minimum qualifications. travel management company, clients save time and can focus on more Suitable travel management solutions critical agendas unrelated to travel. are expected from professional travel 6. Better Relationship with Suppliers management companies. Other than - Travel management companies act proper technology and operational as intermediaries between various systems, the human resources that suppliers, such as airlines, hotels, and comprise the organization take vital roles. event venues, enhancing market Some of their attributes are: relationships. Their high transaction volume allows them to secure better 1. RELIABLE – This is the history of rates, which benefits their clients product and service delivery, along through cheaper contracted tariffs with client lists, indicates reliability in and more favorable pricing on travel travel management. New companies services. can still compete as the market invites 7. Economical Rates for Airfares, bids, allowing them to qualify based Hotels and Transportation - Travel on their capabilities. Reliable and  competitive organizations can enter ORGANIZATIONAL STRUCTURE the market and build credibility. 2. COMPETENT - Delivering a positive A. BASIC/COMMONLY USED travel experience requires careful STRUCTURE - This organizational supplier selection and due diligence. structure is applicable to any travel As competition grows, travel management company, regardless management companies must tailor of its size, and can accommodate their services and provide sound even the simplest configurations. advice to help clients optimize B. ORGANIZATIONAL VARIATIONS OR budgets while ensuring beneficial MODIFICATIONS - This is a sample tariffs. organizational structure tailored 3. KNOWLEDGEABLE - Professional to meet the specific travel support and recommendations from a management needs of a client. knowledgeable team are essential in the tourism industry. Well-trained MARKET ADAPTABILITY – The New travel counselors provide clients with Strategy for Competitive Position a variety of options, updates, travel solutions, and insights into current To survive competition, travel trends. management companies must focus on 4. RESOURCEFUL - Tourism supplies controllable elements like operations and like air tickets, accommodations, and manpower. They face challenges from venues often come with restrictions globalization, rapid technology changes, and and cancellation policies. Travel transparent costs. Adaptability is essential, management companies must requiring periodic strategic reviews, market thoroughly understand these policies positioning, and manpower audits to enhance to provide viable alternatives that fit their competitiveness. clients' budgets. A solution-oriented approach and due diligence reflect a DEPARTMENTAL FUNCTIONS commitment to client care and can Three basic areas are essential for enhance customer loyalty. operating a travel management company, 5. BONA FIDE - This means to give the though these may vary based on the targeted right recommendations and to clientele and organizational structure. The consider all viable supplies that composition of each group can be adjusted provide a positive experience that can according to the company's size and specific only be delivered by a qualified travel preferences. management company. The organization to be able to quantify the THE EXECUTIVE AND MANAGEMENT quality control of deliverables and This group consists of the company's must conform to the agreed upon top officers responsible for creating policies standards. related to finance and operations. They formulate vital decisions and serve as the It follows that travel management think-tank of the organization. Typical roles companies should also be technology include President, Chief Executive Officer, oriented. An updated system and Directors, and Department Managers. programs can bring efficiency and will optimize the search for supplies that THE FINANCE AND ADMINISTRATION are globally available. New technology This team's primary role is to manage can support the business appropriately. the company's budget and financial matters, ensuring efficient control of expenditures. They oversee financial obligations, including the degree and nature of the service human resources policies and issues. The provided. team is responsible for accounting, financial d) Performance Bonus - Corporate reporting, and the overall financial health of accounts often face budget constraints the company. Typical roles include Vice for specific travel movements, leading President for Finance, Finance Director, and travel management companies to Chief Accountant Director for Human charge an agreed-upon service fee for Resources. each completed transaction. This fee can be negotiated with clients and THE SALES, MARKETING, AND may vary based on the level and OPERATIONS - This team focuses on sales nature of the service provided. acquisition, maintenance, and servicing, serving as the primary revenue source for the Travel Management - This aims to help company. Their responsibilities include businesses enhance their travel needs customer relations, managing travel productively by organizing and monitoring arrangements, advertising, product travel expenses and strategically managing distribution, and positioning. Often referred travel logistics. to as the "farmers" of the company, their composition includes the Vice President for Organizations Variations - Organizations Operations, Sales Director, Marketing adapt their standard flow to align with Director, Reservation Manager, Travel market requirements, ensuring functionality Consultants, Web Managers, and IT Managers. and a responsive business model. Strategic Adaptability - This represents a REVENUE SOURCES response to unexpected market changes through a flexible, well-planned approach a) Commission System - Travel aimed at ensuring sustainability. management companies can establish arrangements to earn additional compensation for closing sales on CHAPTER 5: TRAVEL MANAGEMENT behalf of suppliers. The percentage of CYCLE these earnings is typically agreed upon in advance. Delivering a complete travel b) Mark Up Mechanics - Travel experience involves a cycle that begins with management companies can join gathering client details and identifying selected consortiums or act as required supplies and services. Key wholesalers of tourism supplies, considerations include efficiency, budget, receiving lower contracted rates, convenience, reliability, and safety. Expertise often referred to as “net/net” rates. from travel counselors and support They can add an additional fee to mechanisms are essential, and post-travel these net rates, creating an extra evaluations are necessary to complete the source of revenue. process. c) Service Fee – Due to budget constraints for specific travel 1. Market Segment - The travel movements, travel management management cycle begins with the companies often charge an agreed- market, which serves as the source of upon service fee for each completed sales. Markets can include corporate transaction. This fee can be negotiated accounts, incentive programs, and with clients and may vary based on  organizations with specific travel are clearly explained. This stage needs. clarifies what is feasible, considering 2. Identification of Travel cost efficiency and travel policies. Requirements - This stage involves Once everything aligns, an acceptance the initial contact between clients and agreement should be secured before travel managers, where specific travel finalizing arrangements. requirements and details are 6. Supply Acquisition - Once presented and discussed. arrangements are agreed upon, the travel management company can Consider these suggested purchase the specified supplies and guidelines: services through internal operations. - Prompt booking The final acquisition will reflect all - Validate the Travel Policies of restrictions, rulings, and inclusions the Company for each service. Final arrangements - Organize the Trip “Minutely.” are documented with official purchase This is like a “run-through” of vouchers and payment agreements. the requirements 7. Product Presentation - Final - Optimize the “Travel arrangements should be clearly Investments” communicated to the end user, with 3. Consultation Proper - These details the travel consultant recapping all encompass specifics such as meal agreed-upon details and supplies. preferences, accommodation type and This stage allows for any necessary location, airfare class, commitment changes or revisions, which may coverage, applicable travel policies, require rebooking and reconfirmation. and the total composition and Additionally, a cost analysis can be inclusions of the travel plan. provided to highlight any savings against the approved budget. If the travel is international, this is the best 8. Document Turn Over/Pre- stage to discuss the documentation details. departure Orientation - This stage is This can cover: essential for informing travelers, - Checking of passports’ validity whether individuals or groups, about - Visa advise, if required finalized arrangements. The travel - Vaccination certificate, if consultant reviews details and hands required over necessary documents like - Any other immigration passports and visas. If in-person documents such as exit orientation isn't possible, written clearance and re-entry permit. information should accompany the 4. Planning/Counter Counseling - documents. For large incentive groups, Options for various supplies, a venue is reserved to discuss the tour including airlines, accommodations, program. In line with post-COVID-19 immigration/visas, vaccinations, and practices, digital tools like Zoom or other travel essentials, are discussed messaging apps can be used for and presented accordingly. communication. 5. Initial Presentation/Preliminary 9. Market - At this stage, the documents Acceptance- Travelers should be can be received by either the traveler presented with all options and budget or an appointed representative. It's details related to their needs. Travel advisable to have a document of consultants discuss quotations, costs, transmittal confirming receipt, ideally and the pros and cons of each service, in duplicate. Travel consultants often ensuring restrictions and coverage send scanned copies via email to  ensure that, in case of loss, a copy can be easily accessed. CHAPTER 6: TOUR OPERATION CYCLE 10. Implementation/Delivery Proper - At this stage, the completion of Travel management companies must products and services from suppliers prepare services with an emphasis on safety is finalized and reconfirmed. and health protocols post-COVID-19. This Exceptional travel management process, known as the tour operations cycle, companies offer 24/7 monitoring to involves scrutinizing restrictions, policies, ensure clients feel supported and and service details. It combines supply and connected throughout their journey. cost analysis with information from past 11. Post-arrangement Evaluation - The experiences, forming the core of effective main objective is to gather and travel management. evaluate information from the product execution for future From Stage 3 of the Travel Management reference. This data can be analyzed, Cycle: expenditures assessed, and arrangements critiqued. Depending Consultation Proper - This stage involves an on the travel agenda, the travel in-depth discussion of travel requirements, management company can create covering specifics like meal types, rubrics to enhance future travel accommodation category and location, airfare experiences. class, commitment coverage, travel policies, and total inclusions. Travel Management Cycle - Travel management is a comprehensive process that TOUR OPERATIONS CYCLE STARTS integrates verification of requirements, planning, accounting, travel implementation, STAGE 1: PLAN GROUNDWORK and evaluation. It also encompasses fund Scrutiny of the travel requirements management and quality control of supplies An acquaintance of the destination to ensure acceptable travel arrangements. This will require research and awareness of the nature of the Market Segmentation – Market destination. More importantly, the segmentation involves grouping potential classification of services entails a buyers based on common parameters, validation. allowing companies to focus on their This will allow the product preferred consumers. This approach serves as developer to evaluate how intense are a guide for evaluating marketing strategies the elements involved in the travel and tailoring approaches to better meet requirements. specific customer needs. Agenda: To meet the exact and specific needs of the market. Travel Requirements – These are specifications of travel necessities. They can STAGE 2: CONTRACTING AGREEMENT be categorically defined based on the  There are rules, restrictions, policies, conditions and provisions of the traveling and inclusive clauses in every supply individual and the destinations. and service. Travel Policies - are a set of rules and guidelines established by organizations to STAGE 3: COSTING PRICING regulate the travel management processes of  At this stage, all supplies and inclusive companies. services are clearly identified, with  critical information labeled. The At this stage, clients are billed budget remains the primary according to agreed credit terms managed by consideration, and the presented the finance director. It's crucial to track price should reflect the forecasted payment aging to ensure services and income of the travel management products are properly billed and collected. company. The process is only considered complete STAGE 4: QUOTATION COSTING ANALYSIS when all transactions are paid, and tariffs, A quotation should include detailed taxes, and accounting details must be narratives of all arrangements, fees, and reviewed in line with accounting standards. value propositions, which can be sent via email or presented in person as needed. STAGE 9: POST PRODUCT EVALUATION For large movements or high-end SERVICE REVIEW arrangements, a product ocular may be Feedback is essential to complete necessary. This stage also allows for the communication cycle after evaluation. aligning products and supplies, where This stage involves assessing arrangements user volume can significantly impact based on the clients' actual experiences. The contracted rates for airlines, hotels, and data gathered will serve as a reference for other services. future needs, aiming to identify areas for improvement. A service review will validate STAGE 5: RESERVATION SUPPLY the alignment established during the pre- ACQUISITION departure orientation. To secure the necessary products and services, reservations must be made based on the availability of fare levels and STAGE 10: PROCEED TO START CYCLE confirmations. AGAIN Commence with the market to get STAGE 6: CONSOLIDATION MERGING the needed requirements. Once all reservations and services Touch base for groundwork are finalized, it's essential to collate all relevant documentation, including vouchers, reconfirmation numbers, and service references that passenger’s need. The pandemic has prompted new procedures focused on passenger safety, leading to the adoption of "less contact" and even "contactless" mechanisms. STAGE 7: SUBMISSION ACCEPTANCE FINAL AGREEMENT The finalized program must be submitted to clients on time, including a valid contract and a review of all details. This stage involves formal client acceptance and a mandatory pre-departure orientation, serving as a preview of the program execution. All specifics should be clearly presented and polished. STAGE 8: ACCOUNTING FINANCIAL DOCUMENTATION