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Advanced Protocol and Travel Management

Course Information:

Venue:Duration:Date:Price:
Online 20 hours Flexi-date£2,500.00
In-House Agreed with client FlexiblePOA
London 10 days 24-Jan£5,900.00
London 10 days 25-Apr£5,900.00
London 10 days 18-July£5,900.00
London 10 days 24-Oct£5,900.00

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    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

    Accreditations

    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 crises

    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 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

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