TRAVEL BOOKING PROCESS

Step 1: Identifying trips

Check the calendar 3 weeks ahead to look through workshop locations. Easiest flag is the location code at the front of the workshop title, as seen here for Rockhampton (ROK). 

  • BNE = Brisbane

  • SYD = Sydney

  • MEL = Melbourne

  • Any other code may require travel

    • Please note that the following codes do not typically require travel to be organized:

    • WEB = Online workshop

    • NTL = Newcastle area

    • CBR = Canberra area

    • HVB - Hervey Bay area


Step 2: Identifying arrival time for first workshop 

Check the start time for Session 1 of the first workshop. This is to know what time we need to arrive, keep in mind UPP’s arrival time is 45 minutes prior to the session commencing. 


Step 3: Identifying workshop location

Check the location of the venue for the workshop (event address), not just the location of the school as workshops can be off campus from where the school is located at times. 

Step 4: Identifying the facilitators / departure location

Check who is needing to fly (team members) and where they are flying from (same location, different location)


Step 5: Identifying the required travel time

Check the distance from the airport to the venue of first workshop. 

  • Add arrival time in Google Maps to get the most accurate reading on potential traffic. 


Step 6: Identifying if the team will need a hire car

Rules: 

  • A hire car is necessary for any trip that is more than 1 day

  • A hire car is necessary if it will be drastically cheaper than a taxi on a FIFO same day trip

    • Natasha (our travel agent) can advise on this if needed. 


Step 7: Identifying best flights to destination of workshops

Begin looking for flights on Google Flights for the morning of the workshop. Search the following:

  • DEPARTING AIRPORT / DESTINATION AIRPORT / DEPARTURE DATE / RETURN DATE

    • Eg. BNE to ROK on 17/8 - 18/8

  • Rule here is to allow 30 minutes for the team at the airport to get off the plane, collect bags, and if necessary pick up a hire car before leaving the airport. Add this 30 minutes to the time it will take to travel from the airport to the venue to identify whether a morning flight is permissible.

If there is no morning flight at all or not one that will make it possible for the team to arrive on time then begin looking for flights the night before. Things to consider here first are;

    • Are the facilitators in school the day prior? 

    • If so, what location are the facilitators working the day prior

    • What time will the facilitator be departing that venue location?

      1. Final session finish time + 25 minutes

    • What is the required travel time from the location of workshop to the airport / home base

Preferred rule for flying the night prior to a workshop is that the flight is arriving no later than 10pm. 


Step 8: Identifying best return flights

Follow a similar process to the last step while also considering:

  • Departure time from venue of last workshop

    • The finishing time of the last workshop + 25 minutes for pack up, etc.

  • Travel time from venue of workshop to airport (ensure traffic is considered)

  • Arriving at airport 1 hour prior to departure time of flight

Search for flights the same way as earlier


Step 9: Identifying requirements for accommodation

Requirement of accommodation

General rules for accommodation:

  • 2 male facilitators = 1 twin room

  • 1 male facilitator / 1 female facilitator = 1 room per person

  • 2 female facilitators = 1 twin room

These rules are not always black and white as other factors can at times come into play. Check with OL if unsure. 

Location of accommodation

To determine the best location for accommodating the team for the trip follow these steps:

  • Location of the workshops will mainly determine the location of chosen accommodation (close to the venues of the workshops for the trip)

Determine whether it is best to stay in the same accommodation for the duration of the trip, or whether you will need different accommodation at different points throughout the trip

    • For example, if a workshop is a far enough drive from chosen location of accommodation (usually <1.5-2 hrs) then it may be worth accommodating the team closer to that venue for however many nights that are needed. Discretion used here.

When possible ensure that location of accommodation is close to necessities

    • Consider supermarkets, restaurants, etc.

If unsure of the exact location for accommodation (name of hotel / motel, etc.) Natasha (travel agent) will usually be able to recommend accommodation based on history, budgeting, etc. 




Step 10: Identifying luggage requirements

Ensure that our team have the required amount of luggage:

  • Suitcase per facilitator

  • Equipment needed will determine how much extra baggage will be required. General rules for luggage:

    • Equip Leadership / ASPIRE Higher bookings = 1 suitcase required

    • Equip 2 / ASPIRE 2 = 1 suitcase required

    • Stronger Connections / PPR / Step Up / THRIVE = half suitcase required

  • Check student numbers to determine whether more or less luggage is required

    • These rules are a grey area as small bookings may require more or less equipment based on student numbers




Step 11: Identifying AIRPARK REQUIREMENTS

Ensure that our team have the required AIRPARK/airport parking for the trip.

  • Typically this will be all traveling facilitators for the entire duration of the trip.

  • Team members with families/children may need to leave their cars for their families, please reach out to OL to with any questions about AIRPARK requirements.

Step 12: Drafting an email to travel agent

Send all details to Natasha, our travel agent, in one easy to follow email by using the template below. 

When completing the template fill in the BOLD sections accordingly. 

Send to: TRAVEL AGENT

CC: Admin Assistant, Service Assistant, OL, HOT

Subject Line: CODE OF DESTINATION Travel DEPARTURE DATE - RETURN DATE

Eg. ROK Travel 17/8 - 18/8



EMAIL TEMPLATE:

Hi Natasha, 

Hope you are well. Could you please organise the following travel to CODE OF DESTINATION for DEPARTURE DATE:

Flight Details:

  • Flying NAME OF FACILITATORS from DEPARTING LOCATION CODE to DESTINATION CODE on DEPARTURE DATE - TIME AIRLINE Flight (FLIGHT NUMBER) please

  • Flying NAME OF FACILITATORS from DEPARTING LOCATION CODE to DESTINATION CODE on DEPARTURE DATE - TIME AIRLINE Flight (FLIGHT NUMBER) please

Accommodation:

  • AMOUNT OF ROOMS REQUIRED and ROOM TYPE in LOCATION OF ACCOMODATION, checking in CHECK IN DATE and checking out CHECK OUT DATE

Hire Car:

  • In SENIOR FACILITATOR’S NAME for the duration of the trip.

AIRPARK:

  • For NAME OF FACILITATORS at LOCAL AIRPORT CODE for the duration of the trip.

    • Please ensure parking is onsite at the airport.

Total baggage:

  • Please ensure NAME OF FACILITATOR has NUMBER OF BAGS checked in bags, for both flights.

Please draft this up and send it through for approval when you can. 

Thanks,

YOUR NAME


Step 13: Peruse proposed travel plans

Ensure that all details are correct. Attention to detail is crucial. Look over and ensure the following are correct:

  • Facilitators on trip

  • Departure date and time

  • Accommodation

    • Requirements are correct

    • Dates are correct

    • Location is suitable

      • Do we need multiple accommodation locations?

  • Hire car is added (if applicable)

  • AIRPARK details are correct (if applicable)

  • Correct amount of extra baggage is booked

  • Return flight - date and time

    • Ensure there is plenty of time for team to make the flight after the final session has concluded

If the details need correcting, flag the details with the OL, and once given confirmation promptly let Natasha know exactly what needs to be amended. 

If the details are correct, please inform the OL and wait for approval. Once approval is given, let Natasha know that we are good to proceed with this. 

Ask for Natasha to add the details to the calendar once it is locked in. 

Once approved, Natasha creates an event in the calendar and invites the the travellers, OL, HOT, and the admin team (both SA and AA). The calendar event should include a full copy of the itinerary and any extra documents or instructions that need to be filed.

Natasha to email invoices to SA who will file a copy in the Google drive / Travel folder so they can be accessed by AA when invoicing is done.

Step 14: Check in with team members travelling

One week prior to the team travelling check in with them to ensure:

  • They have received the calendar invite and the travel details

  • They understand all (clarity and commitment)

If the team has not received their travel details, reach out to travel agent and kindly ask for these details to be added to the facilitators calendar. You are able to share the itinerary (document that the travel agent has shared with you as a proposal) so the facilitators are aware of the details and can plan accordingly.