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Travel Arranging Tips for Virtual Assistants

Ensuring that international travel arrangements are organised accurately and efficiently is a vital part of any PA’s duties. There are many small details to cover to ensure that the trip goes smoothly and the best plan is to start with a detailed checklist. Many of the most important aspects can be done online saving time and legwork but gathering of relevant documentation and travel items requires hands-on organisation too.

It is advisable for the passport not to be within 6 months of its expiry date and, for frequent travellers, a duplicate, simultaneously valid passport is a good ides. Check the destination country’s embassy or consulate website for visa requirements or instructions and bear in mind that an inoculation certificate may be required when applying for a visa. Other documentation that may be required for the journey includes an international driving licence or permit and travel or medical insurance.

Foreign currency should be ordered in advance if required. At every stage of the booking process careful notes should be made of important phone numbers, registration numbers, addresses, document records in short every last detail to ensure that there will be no confusion over arrangements. Supplementary material to cover emergency numbers, local maps and travel directories, restaurants and relevant local information should all be offered as part of the package if required.

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The key feature of the planning will be the travel itinerary to cover flights, accommodation, car hire or taxis and parking arrangements. All of these aspects of travel can be researched and usually undertaken online. Flights can be selected either from flight comparison websites or a trusted travel partner. When booking, it is essential to take time zone and public holiday implications into account as well as seating and dietary preferences. Tickets and boarding passes can be downloaded and printed in advance. Arrangements for arrival at the airport should be made and if a driver is going to be waiting with a sign this should be made clear. If train travel forms part of the journey undertake the necessary bookings accordingly.

Accommodation can be reserved online either using a hotel or serviced business suites. It is important to check that the hotel offers all the necessary amenities such as Internet access or conference facilities. Having paid attention to the specific requirements of the traveller, a booking confirmation should be obtained. Further arrangements such as parking, airport shuttle, car hire or taxis should be carefully organized with written confirmation obtained. The travel schedule might require an overnight stay and often it will be necessary to research Heathrow hotels for travellers going via London.

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For more information on arranging travel please visit: www.cheaphotelbookings.com


  1. Anastasiya Day on 13 March, 2011 at 10:49 am

    I like this blog. Several useful tip and I agree with the information. To organise a meeting or a conference abroad or in the UK could be challenging therefore everything must be planned and organised well before the event.

  2. Julie-Anne Mackett on 26 May, 2011 at 10:59 am

    I would add that, as smaller companies will often use cheaper airlines to shorthaul destinations, check whether they need to book luggage into the hold ahead of arriving at the airport. Carriers at the cheaper end of the scale charge for this service, and the difference in cost from doing it online to doing it at the airport can be enormous. Another point to note is to check whether the client would like to take up any priority boarding offers with cheaper airlines – again, there is a charge for this but they may prefer to pay a small fee than go through the free for all when everyone boards!

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