Advanced Protocol and Travel Management

Course details

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

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

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 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 presentsPromoting 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