Advanced Protocol and Travel Management

This Advanced Protocol and Travel Management course will cover:

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