Advanced Protocol and Travel Management

Course schedule

Classroom Training:
21 Oct - 1 Nov 2024London10 days£7,250

Please note: prices shown above are exclusive of VAT (20%).

Course Overview

Master the complexities of protocol and advanced travel management, including diplomatic protocol, international travel coordination, and cross-cultural communications.

Who Should Attend

  • Travel directors, managers, supervisors, team leaders, executives and assistants
  • Protocol directors, managers, supervisors, team leaders, executives and assistants
  • PR directors, managers, supervisors, team leaders, executives, and assistants who would like an understanding of the role of protocol and travel management in the promotion of the positive corporate image of their organisation
  • International relations managers and directors
  • All those who are involved in the welcoming of visitors to their country or sending their staff overseas

Course Outcomes

  • Revise, refresh and develop skills for efficient protocol and travel management
  • Organise national and international travel for your staff and for visitors to your country
  • Plan international exhibitions, visits and events
  • Strengthen relationships and develop powerful communication skills
  • Ensure that meetings at home and abroad achieve objectives
  • Create realistic budgets and control costs
  • Reduce the impact of unexpected emergencies and crisis

Course Topics

Managing the Protocol and Travel function

  • Role and responsibilities of the function
  • Creating streamlined policies systems structure and procedures
  • Keeping up-to-date with changes in rules and regulations nationally and internationally
  • Record-keeping monitoring updating and maintaining
  • Applying all policies processes and procedures fairly to all

The Right Documents at the Right Time in the Right Place

  • Organising passports processing visas and overcoming the complexities and problems
  • Compliance with entry requirements and immigration rules
  • Ensuring the health safety and security of staff and visitors
  • Booking tickets; timetables; time differences; holidays; cancellations
  • Airport procedures requirements and duties

Accommodation and International Travel Requirements

  • Factors to choose and book the most appropriate hotel and rooms
  • Customer and protocol requirements; preferred hotels list; change in plans; families
  • Car transport; tolls; parking; rental; security; motorcades
  • Meeting the demands of business travel: payment methods and exchange rates
  • Methods to research all possible options and prioritise the best

Exhibitions Conferences Visits and Events – Nationally and Internationally

  • Planning and organising events conferences and visits
  • Organising exhibiting at or attending exhibitions
  • Trade visits and the protocol for them
  • Greeting foreign dignitaries flying flags correctly and meeting expectations
  • Order of precedence for official ceremonies

Budgeting and Cost Control

  • Budgeting accurately and meaningfully
  • Monitoring authorisation approvals expenditure allowances expenses and receipts
  • Cost control for ensuring that expenses are legitimate
  • Cancellations claims reimbursements hospitality
  • Insurance which is robust appropriate and up-to-date

Building and Maintaining Strong Relationships

  • principles of durable relationships
  • Building strong relations with your internal clients; suppliers agents and contacts
  • Building relationships with Embassies and Missions
  • Cultural etiquette in business social entertaining dress giving and receiving presents
  • Promoting cross cultural understanding of history and traditions

Communication Skills Required

  • Qualities required: questioning and active listening
  • Dealing with difficult people
  • Negotiating win-win deals with suppliers agents and contacts while maintaining relationship and quality of service
  • Communication in a crisis emergency or disruption
  • Turning complaints into opportunities

Meetings at Home and Abroad

  • Pre-meeting preparation including seating interpreters and timings
  • Chairing participating and preparing agenda
  • Order of dignitaries for entering a room introductions talking and making presentations
  • Conflict resolution decision-making and problem-solving

Risks – Disruption to Travel: Pro-active Management

  • Identification evaluation and management of threats and risks
  • Creating contingency plans for emergencies
  • Disaster recovery planning implementing and practice
  • Ensuring continuity throughout disruption
  • Planning for unexpected crisis

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