Advanced Protocol and Travel Management Courses - LONDON CORPORATE TRAINING

Tel: +44 203 609 8690



I really enjoyed my time at LCT. I learned a lot during the course thanks to the knowledgeable and flexible consultants who were able to answer any questions I had about the subject.

Recruitment and Placement Officer
Chevron, Saudi Arabia

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Advanced Protocol and Travel Management

Course Ref: PR.4

Course Subject: Public Relations

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Dates for This Course

Course Overview

  • Combining levels 1 and 2, Advanced Protocol and Travel Management is a two week training course designed to give participants a thorough grounding in these two closely related disciplines. Senior managers will have an opportunity to refresh their skills for efficiently operating protocol and travel as essential elements of corporate planning. Week one focuses on the development of administrative competencies to carry out important duties on time and budget. These include organising documentation, accommodation, and travel requirements. In addition, delegates will examine international market trends and how changing currency rates need to be considered in overall protocol and travel planning. One module is allocated specifically to event planning which has become an essential requirement for the modern protocol officer. The second week places emphasis on protocol itself - the established and time-honoured rules of international courtesy. Participants will learn how to establish and maintain durable relationships with clients, suppliers, agents, contacts, embassies, and government contacts. The course also covers cultural etiquette in business and social events, entertaining dignitaries and guests, and the importance of wearing appropriate dress. Since effective and respectful communication forms the basis of protocol, due emphasis will be placed on developing appropriate soft skills such as active listening, negotiation, dealing with difficult people, and communication in crises. The curriculum also includes reminders on how to use domestic and overseas meetings effectively for achieving corporate objectives and strengthening relationships. No matter how well planned travel arrangements are or how detailed management briefings are conducted, there are always many situations which can create a crisis. Consequently, techniques are included for identifying risks and planning for unexpected crises.

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

Learning objectives

  • To revise, refresh and develop skills for efficient protocol and travel management
  • To plan and organise national and international travel and accommodation for your staff when they are travelling and for visitors to your country
  • To plan international exhibitions, visits and events
  • To strengthen relationships and develop powerful communication skills
  • To ensure that meetings at home and abroad achieve objectives
  • To create realistic budgets and control costs
  • To reduce the impact of unexpected emergencies and crises

Course content

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 chose 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 crises