Navigating the Changing Travel Landscape: Your Comprehensive Guide to Safe and Effective Travel in 2020

Slide Note

This detailed guide provides essential recommendations and considerations for travel managers, bookers, and travelers to navigate the evolving travel landscape in 2020. Covering aspects such as out-of-hours service approval, travel policy considerations, duty of care, risk management, mandated travel, and leveraging travel technology, this guide aims to ensure safe, efficient, and effective travel practices. Review Travel is dedicated to supporting your travel needs, providing expert advice, and technology solutions for a seamless travel experience.

kha_wri Follow

Uploaded on Sep 21, 2024 | 0 Views

Download Presentation

Please find below an Image/Link to download the presentation.

The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.

E N D

Presentation Transcript

Your Guide to Travelling 2020 This back to travel guide is designed to provide our client s with advice on how to navigate the changing travel landscape and how to realign your company s travel programme safely, efficiently and effectively. We have split the document into recommendations and considerations for the travel manager, the travel booker and the traveller. As always Review Travel is here for any support so please feel free to contact your dedicated travel team on 01625 530 479 or businesstravel@reviewtravel.co.uk

Travel Policy Considerations Approve Out of Hours Service A stronger pre trip approvals process may be required, for example your organisation may require board level approval for travel Do your travellers know who to contact and how. Our out of hours number is 01625 537800 Ensure the relevant information is available Mandate Insurance Determine the definition of essential trips and travel trends i.e. single day trips / internal travel / last minute travel Ensure travellers are covered Provide travellers with relevant information Fully utilise Review Travel s expertise for assuring traveller well being Put procedures in place if a traveller is taken ill abroad With restrictions differing by country, complex bookings require skills Travel Profiles Duty of Care Ensure all traveller information is updated and correct Risk assessments should be considered. Who should travel? Passport and contact details are essential Understanding the current risk ratings in each destination Pre and during trip tracking is essential. Communicate Spend Assurance: Peace of mind Share updates on services and standards Assessing operations and risks of airline carriers, ground transportation suppliers, rail companies and hotels Maximise on budgets with suitable recommendations Obtaining refunds and amendments, this is a time consuming process so let Review Travel undertake the burden Upgrades, premium cabins, higher grade hotels, direct flights, airport lounges, ground transportation instead of public transport may need be considered

Travel Policy: How can we help? Duty of Care Risk management Mandated travel Review Travel has Covid-19 Tracker technology which will provide Once you have defined how your travel policy needs adjusting, you need consolidation and visibility of all active and new Covid-19 cases in affected to engage your travellers in their adoption. To do this you should consider countries as well as identifying: providing them with access to travel tools and experts who can assist with Travellers who have travelled to a specific country since 1st January the new complexities of travel. 2020 You need to know where all your employees are today Review Travel Travellers who are still travelling in the specific destination tracks itineraries to fulfil your duty of care obligations Travellers who are due to travel to a specific country Control costs and who travels when Your dedicated Review Travel team will be on hand to provide risk alerts and location specific advice.

Travel Policy: Travel technology Our award winning online booking tool OrBiT can help your organisation achieve a safe return to travel by allowing your company to shape booking behaviour according to your renewed travel policy as well as reducing your total cost of travel. Your OrBiT account is a single sign in tool allowing you to book all types of travel in a single transaction and it is built specifically to your company s requirements. Here is how OrBiT can help you return to travel safely: OrBiT can be built with a pre-trip approval process. This can be created bespoke to fit your travel policy. OrBiT can help your company mandate travel through the easy to use self book online booking platform and mobile app OrBiT stores traveller profiles, preferences and loyalty scheme memberships reducing the need to fill out the information on several different sites and to encourage booker buy in OrBiT delivers consistent travel management across your organisation for a return to travel. This is achieved through out of policy restrictions for travel e.g. removing any options that don t meet the companies hygiene standards OrBiT helps you to fulfil your duty of care obligations. A user hierarchy provides travel managers or Human Resources with access to review all travellers itineraries OrBiT creates spend assurance and peace of mind as the travel supplier content is secure and reviewed by experts. Your travellers will be able to compare the best available rates and fares all in one place including Review Travels own negotiated rates and fares. The content is also managed by our team to ensure your travellers have access to the most reputable suppliers. To find out more about Review Travel s online booking platform please contact your dedicated travel team or click here

Before your trip Ensure you have suitable information Check the local COVID-19 requirements for your destination(s) eg pre-arrival test, certificates or quarantine - the following sites may be helpful Review Travel Covid Map Our interactive map provides you with the Covid-19 restrictions that apply to each country such as area lockdowns, quarantine measures, flight restrictions, school closures and links to more information. Covid-19 Digital Guide IATA Information powered by Timatic Check the latest FCO advice on the country you are visiting. You may also want to check their latest R rate along with other Covid statistics FCO Coronavirus Travel Advice Check if you are required to quarantine either when you arrive or when you return back to the UK Know where your meetings are Know where your meetings are going to be held Your dedicated Review Travel team will recommend nearby hotels Getting to and from the airport Think about how you are going to get to/from the airport Review Travel can book airport parking, a hire car or a private transfer from recommended reputable suppliers.

Booking your trip Your dedicated travel team from Review Travel will be able to provide you with a wealth of knowledge and experience as well as other services that you previously might not have required How will you be getting to/from the airport? Hotels Book parking within walking distance to avoid shuttles and transfers Check where your meetings are and inform your dedicated Review Travel team - they can provide hotel options in the same location, allowing you to walk to meeting rather than getting taxis or public transport Use reputable taxi companies who sanitise vehicles between passengers Opt for mobile key pick-up when renting a car Consider using higher graded or major chain hotels - generally these hotels will have a better standard of hygiene If you are travelling as a group, think about using a bigger vehicle to give more space If you are using a major chain hotel, speak to Review Travel about signing up to their loyalty programme - this may allow room upgrades or mobile check in Airlines Speak to Review Travel about the hygiene standards on various carriers - this will give you an understanding of cleanliness onboard the aircraft Ask Review Travel about the hotel s hygiene policy, their services and amenities - gyms and pools for example may be closed Think about booking a premium cabin - this will allow for less movement to/from bathrooms and more space around you whilst in the air Think about room service - ask Review Travel to check the times of the room service and whether breakfast can be delivered to your room to avoid the hotel buffet Pre-book your seat - many airlines are leaving seats free to maintain social distancing - speak to Review Travel about pre-booking this for you Consider upgrading to Executive or Business rooms that include separate check-in desks as well as Business lounges offering more space and fewer guests using the facilities Avoid flying at peak times if possible - generally the first and last flights of the day are busiest ask your dedicated Review Travel team to recommend flights with more availability Consider booking a flexible rate in case plans change at short notice Think about booking a fully flexible fare, which can be changed or cancelled at short notice (eg, change to traveller s health, closure of borders, change of internal policy)

What to take Several protective face masks as all carriers and many countries require both the nose and mouth to be covered in public locations be aware that some airlines recommend changing your face mask every 4 hours Plenty of sanitising wipes and gel (maintaining the 100ml limit for hand-luggage) Your own pen for filling out health declaration and other forms A recognised credit card which has a suitable credit limit, should you need to use it in case of an emergency Have your company s emergency/medical assistance information and insurance details easily available Confirm any COVID-19 related protocols for where you are visiting, eg any offices or building sites, as well as any local requirements If you have access to your own medical records, you may wish to take these with you as well as noting your blood type Ensure your emergency contact information is correct on any mobile devices that you are carrying it is a common practice to add the word ICE (In Case of Emergency) to these contacts Whilst hotels are increasing their hygiene standards, you may want to consider taking a pair of slippers and long sleeved pyjamas You could also take clear plastic bags and use TV remote controls through these to avoid touching buttons which may be hard to clean

Aviation Passenger Guidelines Before you travel Arriving back into the UK Do not travel if you have any coronavirus symptoms Complete Public Health Passenger Locator Forms before arrival Check FCO or check with your dedicated Review Travel team for travel advice Be patient and follow crew instructions when disembarking the aircraft Check departure terminals information and airline requirements Wash or sanitise your hands as soon as possible Be aware of what services will be provided on board (eg catering) Use e-passport gates where possible or follow instructions to immigration desks maintaining social distancing requirements Check in online and download a mobile boarding pass where possible Window seats will reduce contact with other passengers using the aisle Follow signage and instructions to collect checked in luggage Plan your journey to the airport avoiding public transport where possible (consider chauffeur cars or self drive with pre-booked airport parking) At the airport On board Arrive early, be patient and follow staff instructions or signage Follow crew instructions at all times Check-in procedures may require self tagging and bag drop for luggage Remain seated as much as possible On short journeys, avoid using bathrooms where possible Maintain a 2-metre distance from other people where possible Avoid body contact with fellow passengers Wash or sanitise your hands as frequently as possible Wear a face covering throughout the flight (note that some airlines may refuse boarding if you do not comply) Wear a face covering where possible and expect to have your temperature checked Onboard catering may be reduced (consider taking your own) Use restaurant apps to pre-order food and beverages Listen to announcements from crew about the measures to be taken on arrival at your destination Airline lounge access and services may be limited Expect to show boarding passes and photographic ID on request

Rail Passenger Guidelines Before you travel After your journey Do not travel if you have any coronavirus symptoms Wash or sanitise your hands as soon as possible Carry plenty of face masks and hand sanitiser with you at all times Follow guidance at your destination Try to have an e-ticket with the boarding pass on your mobile phone, avoid touching machines at railway stations If you are travelling internationally, check and obey any quarantine restrictions Travel at quieter times to avoid crowds Book a direct service to avoid changing trains Reserve a seat where possible Take a sealed bottle of water with you At the station On the train Lifts may be restricted to one person or one household at a time Find your reserved seat and remain seated throughout the journey where possible - avoid walking around the carriages Allow passengers space to get off the train before you board Where possible, face away from other passengers Wash or sanitise your hands as frequently as possible Catering carriages may be limited - take your own food and beverages or avoid eating food, if on a short journey Wear a face covering Keep a 2-metre distance from other people where possible Follow any instructions given by transport staff Obey signage and one-way systems

Hotel Guest Guidelines Before you arrive Checking out Some major hotel brands offer mobile check in/check out and mobile keys (on their mobile app) - this avoids queuing in the hotel lobby If your trip allows, keep your luggage with you avoiding the need to have it stored by the hotel concierge Use apps or express check-out services to avoid waiting in busy reception areas Some also offer the opportunity to select the room you wish to stay in Many hotel chains will keep rooms free for a few days between guest stays to avoid any contamination - ask your TMC to clarify the hotel s protocol When you arrive Your stay Follow one-way systems and pay attention to signage - in some areas you may be required to wear a face mask or covering Take your own sanitising wipes and wipe down high-touch areas such as the remote control, taps, electrical sockets, tea /coffee making facilities and coat hangers If you are required to wait in communal areas, try and keep 2- metres away from fellow guests and staff Should you feel unwell during your stay, remain in your room and inform reception staff - follow the given protocol and notify your company as well as your TMC If you can, carry your own luggage to your room to avoid staff coming into contact with your belongings Avoid using hotel restaurants/bars and consider room service instead - if you would like no contact on delivery, please inform the hotel when ordering Travel as light as possible Check the hotel s policy on housekeeping staff entering guest rooms - if you would prefer your room to be cleaned less frequently, advise reception/housekeeping on check-in (ensuring you have enough towels for your entire stay) you can also ask your TMC to request this in advance if you prefer Establish when breakfast rooms are less busy and what the format is for serving food (self-service or a la carte) - alternatively you could request breakfast in your room

Spend assurance: Peace of mind Uncertainty can be unsettling and time consuming, so let our travel experts become your travel consultants Industry Partnerships Our industry partnerships give us access to inside industry information which allows us to assess the operations and risks of airline carriers, ground transportation suppliers, rail companies and hotels ahead of time. We want to keep our clients and their investment safe. Supplier Relationships Our supplier relationships allow our clients to access the best available rates and fares through loyalty programmes as well as specially negotiated discounts. Our team also undertakes corporate rate negotiations bespoke to our clients to ensure they are receiving the best price for their usage. Payment Protection We can provide payment protection with virtual cards giving travellers use of a single use payment card for any approved corporate hotel expense reducing the risk of fraud and improved GDPR compliance. Refunds and Exchanges If something changes, obtaining refunds and amendments is a time consuming process so let Review Travel undertake the burden