Getting Your Boss Out of Town
(or How to Deal with Travel Agents Effectively)
How would you like to get rid of your boss for a week? Even better, how would you like to get your boss out of town and upon returning, you receive generous thanks for being so efficient? Wouldn’t you deserve praise (and possibly a raise) for doing the little extras that not only saved money, but also made the trip a surprise when your supervisor was treated like a VIP?
One of the first questions is, do I make arrangements on my own or do I use a travel agent? What are the advantages of each? On your own, you know it is done right; but you have no partner to straighten things out if problems occur, or no one to blame if something isn’t done. Two main reasons in using a travel agent are convenience and knowledge. You may pay a little more for a ticket fee, but the convenience of ticket delivery and changes more than offset that small fee. Why drive to the airport or ticket office when the travel agent may either mail or deliver your tickets? One advantage is, agents usually turn reports in once a week, so you can change reservations on short notice without penalties.
Arrange a Travel Agent Interview
Make it a win-win situation. What can you offer the travel agency? Loyalty for their business, referrals, and consistency in pattern usage are pluses for you to give. In your interview, deal with issues such as dependability, proximity, availability to make changes in or out of town, and trust. Ask how long the company has been in business, what the future of their agency is, and who will handle your accounts. You don’t want a rookie doing your booking or an agency ready to go out of business.
Hint # 1: Always use a credit card. If the agency, hotel, or airline goes out of business, you won’t be in line for Bankrupt City.
A third major consideration is time. Are you ready to spend literally hours on the phone with hotels, airlines, and car rental agencies; or can your time be spent more efficiently doing the Lord’s work? Once you find a travel agent you can trust, fill out a client profile for everyone. Include preferences like airlines, aisle/window seats, smoking/non, special meals, rental car size and style, frequent mileage and stay programs. A travel agent helps you find out about special promotions available and links to extra programs like triple miles on your frequent flyer program for certain rental cars or hotel packages.
Be Hip About Hotels
Decide on the price range and type and add information to your customer profile. Wherever you stay, participate in the hotel’s frequent guest program. Some programs entitle you to bonus points and free local phone calls, morning paper, free breakfast at many locations, and upgrades to suites when available. Higher-end hotel programs like the Holiday Inn Crown Club and Premier Club at Westin hotels permit point accumulation and admission to special club floors for free hors d’oeuvres, newspaper, fax, and sometimes free local phone calls. Hint # 2: Make friends with the front-desk personnel. If you are smart enough to have your bonus card with a group, many times your new hotel friend will give you points for everybody. Hint # 3: Always ask about special promotions. Be nice to the staff and ask for upgrades to suites, VIP services, and extra bonus points. Be friendly; use a sense of humor; but most of all—talk to them at a time when they are not busy. Even when dealing with an agent, call and confirm the reservation with the hotel direct—not the 800 number—and ask if any special perks are available before arrival. Impress your boss by setting up VIP treatment in advance. Hint # 4: The front desk can help with flowers or fruit baskets at check in—now that is impressive!
Avoid Pitfalls and Advantages of Doing Reservations Yourself
Why not gain experience by being your own travel agent? Beware: If you are doing the ticketing yourself, you may ask questions such as: Why am I on hold for 18 minutes? Why did they cancel the reservations? What do you mean, it will cost $70 more to change the ticket? How did someone else get a full-size car for less than I paid for this compact? Look for ideas to be efficient, effective, economical, and educated about the travel industry. Probably the most efficient and effective use of your time is to work through a good travel agent. Ninety percent of the time agents give you the best price available, but remember to give them as much leeway as possible in booking your time and trips.
What about frequent flyer miles? Hint # 5: One word—join. Call before you leave, because bonuses are in your welcome packet. Always check to see if your number is included at the gate. Maximize flyer miles by adding car rental and hotel packages. Use flyer miles to upgrade to first class and free flights.
Surf the Net
Using the Internet is fun and rewarding, but do you have the time, patience, and knowledge? For special information and fare schedules, go to http://travel.epicurious.com. Sites include weekly bargains and specials. Check farewatcher e-mail and consolidator areas. Airlines have sites like http://www.delta.com. Surfing gives good information, but an agent is much faster and easier! Before booking fares, talk to a live person. Make it a game and tell them what you found and ask if they can beat it! A great Internet site for general travel information including maps, and hotel and sightseeing information is http://www.frommers.com.
Earn Commissions Yourself
Travel Clubs can be useful. Annual fees may range from $49 to $495. Will you save that much? Many rip-offs are out there claiming 50 percent off. Ask, “50 percent off what?” Often a corporate, personal, AAA, military, or weekend rate is lower than their price rate. Hint # 6: If you are really adventuresome, become a part-time travel agent with all the perks and specials. You will get the absolute lowest rates on car, air, and especially hotels. InteleTravel offers training and part-time agent commissions. For information visit there Web site at http://www.inteletravel.com.
Your effectiveness and efficiency multiply when you discover special offers. Your boss will feel like a VIP. Hint # 7: Call directory assistance at 1-800-555-1212 for names and numbers of hotels, airlines, and car rentals. Personally ask them to send you upgrade and discount coupons.
Drive Away in Style!
Call for free upgrade coupons in advance. Be economical with car rental. The prepaid gas option saves if you travel far or keep the car for several days. Hint # 8: Save money by refusing the daily insurance option. With full insurance coverage (collision and comprehensive), your personal policy should transfer. Weekend or weekly (5–7 days constitute a week) rates are cheaper than daily rates. Consider stretching your trip into a vacation. All car companies offer preferred club rates including speedy delivery, but are they worth the annual membership fee? Hint # 9: Check into the possibility of a limousine instead of taxi or shuttle. In some cities like Atlanta and New York, limo service costs about the same as taxi, especially for a group of 2–8 people. Talk about brownie points!
Getting your boss out of town can be easy and fun! Follow these hints and you may get that raise and recognition you so richly deserve! Happy traveling!
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