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Effective business trips management and creation of corporate policies for business trips allow every company to cut down business trips organization expenses of 15-20%!

Essential services for business trips

Essential services for organization of tourist and business trips are the same – hotel, tickets, and transport.

The difference is in target audience: business people are less picky, they often know exactly what they want and they don’t spare so much time organizing their trips, as tourists usually do. People going on holiday (travelers, tourists) organize their trips more thoroughly (for example, choosing a hotel, they pay attention to additional services: sauna, fitness centre, etc, and make their choice on the principle “the more, the better”).

The following services are usually essential for business people and tourists:

- 3*-5* hotel accommodation;

- necessity for Russian Tourist or Business Visa support for foreign citizens;

- necessity for transport services for meeting/seeing off or transportation within the city;

- necessity for organization of excursions and catering;

- necessity for organization of conferences, congresses, seminars, and other professional, business and cultural events;

- purchase and delivery of railway and air tickets;

- necessity for competent services of tour guides.

Principal requirements for business trips

The main requirements at choosing a hotel for business people are: convenient location of the hotel (depending on a venue of exhibition, location of the head office, etc), and the price.

Requirements to the hotel in case of accommodation of staff members are the following: hotel rank is not always important, but low price is necessary, the price may vary from 1 500 roubles to 3 000 roubles per day.

Executive personnel: 4*-5* hotel, which often belongs to international hotel brand (for example, Marriott’s), priced at 4 500 roubles and more per day.

At choosing air carriers, the main requirement is safety and possibility to get from the airport to the centre of the city quickly and for reasonable price, and good nutrition is also important, even if the flight is of short duration.

Organizing the conference: the location of the venue, necessary equipment, possibility to use technical expert services, good and cheap coffee-breaks and reasonable price are of great importance.

Who are the main consumers of business services?

1. The main consumer market segment is corporate Russian or foreign Consumer (legal body), sending its staff members or specialists – foreign or Russian citizens – to big cities of the Russian Federation on business, including participation in the talks, exhibitions, conferences, congresses, and other business events.

2. Immediate organization staff of business and interregional events, including congress and exhibition activity, symposiums, conferences, etc.

3. Creative unions, sport clubs, organizers of tours and competitions, election staff and political coalitions, educational and consulting organizations, and other commercial or social organizations, which prepare and carry out cultural, entertainment and political events.

4. Foreign or Russian corporate Consumer of incentive travels (a trip at the cost of the company for the purpose of encouragement) or holiday trips with excursions for the staff of the company and their relatives.

5. Russian travel companies (travel agencies-intermediators), accommodation and travel catering foreign tourists in the Russian Federation.

6. Foreign tour operators and agencies, sending tourists to the Russian Federation.

How does a request for business trip look?

Usually a request contains the following information: name of the hotel, check-in-time, check-out-time, number of necessary rooms to book, surnames and names of the tourists, information about meals, transport (seldom there is information about excursions and other services, necessary for guests), way of payment.

How to manage business trips effectively?

Effective business trips management and creation of corporate policies for business trips allow every company to cut down business trips organization expenses of 15-20%!

Big, dynamically developing companies, no doubt, let tour operators organize their business trips, as the number of such trips grows, and there is no use hiring more people and paying additional money to those, who will be occupied only with trips. Why bother, if a tour operator can do it better?

In small and some middle-size companies employees organize their business all by themselves, and they would except no help from a tour operator by the following reasons: a strong habit to work as they used to, wrong belief that it is more expensive to work with a tour operator or disbelief that it is convenient.

To manage business trips in company effectively, it is necessary to choose a “right” tour operator.

First of all, a “right” tour operator should have an unblemished reputation and an experience of work with the given kind of tourism. The financial success of the company often depends on a wisely organized trip. Therefore many companies consider a tour operator as a steady, reliable and professional partner and wish to work with the tour operator, the name of which is well-known and reputable at the market and in society.

Organization of a business trip begins with information gathering and ability of a tour operator to provide reliable, complete and accurate information (an important criterion for choosing a tour operator).

It should be a team of professionals, able to solve the most complicated tasks, managers, who can determine customer needs at once, to show sincere interest to the customer’s requests and to take pains to meet the requirements as fully, as it is possible.

To provide qualitative services, a tour operator should have reliable partners – contractors, work quality of which a tour operator should check all the time, raising the quality of services this way.

An important question for a company, going to organize business trips by the aid of a tour operator is: Is it convenient to work with it, and what is its difference from the other tour operators?

The most convenient tour operators are those, where you can get a full range of necessary services and where there are special relationships between a company and a tour operator. “Relationships” here mean reasonable prices, operational efficiency, availability of required manager at any time, existence of credit line, etc. Herewith a tour operator should have a variety of competitive advantages, which can tell the difference between the given tour operator and other travel companies.

For example, “Reisebuero WELT” has the following advantages:

- providing qualitative services combined with competitive prices;

- quality certificate ISO 9001:2000, which means constant quality control;

- individual approach to the Client;

- day-and-night service of the head office;

- three offices in big cities of Russia – Moscow, Saint Petersburg, Yekaterinburg;

- many years' experience at the tourist market, etc.

An example of expense optimization for clients of “Reisebuero WELT”.

1. Russian Tourist Visa support is provided free of charge for foreign citizens, providing that they accommodate in the hotel, booked through the tour operator.

2. Delivery of air and railway tickets within the city is free of charge.

3. Hotel accommodation is conducted in more than 100 Russian hotels, with which the tour operator has firm contract relations. It enables the tour operator to provide special prices for regular customers and for groups of tourists.

4. Availability of seasonal and annual allotments guarantees the clients vacant rooms at any period in the leading Russian hotels, and also allows to receive a profitable proposition for the period of low season and at week-ends.

5. Possibility to rent a conference-hall at cut rate for organization of business events (seminar, conference, etc).

6. Possibility to book hotels in a real time mode http://www.hotels-booking.ru allows the Client to get information about vacant rooms on the required days and a confirmation of guaranteed reservation.

What profits can a systematic approach to business trip organization bring to clients?

Profits of systematic approach for the following target groups:

1. Secretary/ Office-manager

Less working hours are spent on a business trip organization, when time is spent on calling to the hotels to find out if there are vacant rooms left, on comparison of the prices, on reservation, confirmation, additional organization of transport services, purchase of air and railway tickets, etc.

2. Financial director/ Accountant

- Reasonable prices for the whole range of services;

- Credit line (possibility to make payments 1-2 times a month);

- Different forms of payment for the services:

* non-cash payment (no need to give out money to pay for hotels and other services);

* cash payment (at any office of the company);

* credit card payment (by the authorization letter).

3. Senior officer

- Optimization of the employees’ labour hours at business trips organization.

4. General director

- Optimization of the employees’ labour hours (secretary, managers);

- Operational financial control of expenses;

- Business trips expenses optimization;

- Outsourcing.

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