Travel Policy Guidelines Advice
Dear
Welcome to our latest travel update. As we begin to return to travel and plan future trips, we have put together some detailed top tips and advice for both Bookers and Travellers with our partners at Focus.
If you would like a copy of the presentation to share with your team please get in touch at reservations@flightline-travel.co.uk and we'll email it to you.
Please accept our apologies if you receive this email more than once as we may have your details listed on our system in more than one group.
We would like to thank you for your continued support and we look forward to helping you with your future travel plans.
Warm regards
Jim McDaid
Managing Director
Approve
Expect more approvals
Board Level approvals may be needed
Mandate Fully utilise TMC’s expertise Complex bookings require skills
Travel Profiles Ensure information is updated Passport and contact details are essential
Out of Hours Service Know who to contact and how Ensure relevant information is available
Communicate Share updates on services and standards
Maximise on budgets with suitable recommendations Upgrades, premium cabins, higher grade hotels may be considered
Out of Insurance Ensure travellers are covered Provide travellers with relevant information
Duty of Care Risk assessments should be considered Pre and during trip tracking is essential.
BOOKER GUIDELINES - BEFORE A TRIP
Ensure you have suitable information
- Check the local COVID-19 requirements for your destination(s) – eg pre-arrival test, certificates or quarantine - the following sites may be helpful
- Covid-19 Digital Guide
- IATA Information powered by Timatic
- Check the latest FCO advice on the country you are visiting. You may also want to check their latest R rate along with other Covid statistics
- FCO Coronavirus Travel Advice
- Check if you are required to quarantine either when you arrive or when you return back to the UK
Know where your meetings are
- Know where your meetings are going to be held - this will help your TMC recommend nearby hotels
Getting to and from the airport
- Think about how you are going to get to/from the airport
- Do you require your TMC to book airport parking, a hire car or a private transfer?
- Check FCO for travel advice
- Check departure terminals information and airline requirements
- Be aware of what services will be provided on board (eg catering)
- Check in online and download a mobile boarding pass where possible
- Window seats will reduce contact with other passengers using the aisle
- Plan your journey to the airport avoiding public transport where possible (consider chauffeur cars or self drive with pre-booked airport parking)
BOOKER GUIDELINES FOR YOUR TEAM
How will get to/from the airport?
- Book parking within walking distance to avoid shuttles and transfers
- Use reputable taxi companies who sanitise vehicles between passengers
- Opt for mobile key pick-up when renting a car
- If you are travelling as a group, think about using a bigger vehicle to give more space
Airlines
- Speak to your TMC about the hygiene standards on various carriers - this will give you an understanding of cleanliness onboard the aircraft
- Think about booking a premium cabin - this will allow for less movement to/from bathrooms and more space around you whilst in the air
- Pre-book your seat - many airlines are leaving seats free to maintain social distancing - speak to your TMC about pre-booking this for you
- Avoid flying at peak times if possible - generally the first and last flights of the day are busiest – ask your TMC to recommend flights with more availability
- Think about booking a fully flexible fare, which can be changed or cancelled at short notice (eg, change to traveller’s health, closure of borders, change of internal policy)
Hotels
- Check where your meetings are and inform your TMC - they can provide hotel options in the same location, allowing you to walk to meeting rather than getting taxis or public transport
- Consider using higher graded or major chain hotels - generally these hotels will have a better standard of hygiene
- If you are using a major chain hotel, speak to your TMC about signing up to their loyalty programme - this may allow room upgrades or mobile check in
- Ask your TMC about the hotel’s hygiene policy, their services and amenities - gyms and pools for example may be closed
- Think about room service - ask your TMC to check the times of the room service and whether breakfast can be delivered to your room to avoid the hotel buffet
- Consider upgrading to Executive or Business rooms that include separate check-in desks as well as Business lounges offering more space and fewer guests using the facilities
- Consider booking a flexible rate in case plans change at short notice
What to take before you travel
- Several protective face masks as all carriers and many countries require both the nose and mouth to be covered in public locations – be aware that some airlines recommend changing your face mask every 4 hours
- Plenty of sanitising wipes and gel (maintaining the 100ml limit for hand-luggage)
- Your own pen for filling out health declaration and other forms
- A recognised credit card which has a suitable credit limit, should you need to use it in case of an emergency
- Have your company’s emergency/medical assistance information and insurance details easily available
- Confirm any COVID-19 related protocols for where you are visiting, eg any offices or building sites, as well as any local requirements
- If you have access to your own medical records, you may wish to take these with you as well as noting your blood type
- Ensure your emergency contact information is correct on any mobile devices that you are carrying – it is a common practice to add the word ICE (In Case of Emergency) to these contacts
- Whilst hotels are increasing their hygiene standards, you may want to consider taking a pair of slippers and long sleeved pyjamas
- You could also take clear plastic bags and use TV remote controls through these to avoid touching buttons which may be hard to clean
AVIATION PASSENGER GUIDELINES
Before you travel
- Do not travel if you have any coronavirus symptoms
- Check FCO for travel advice
- Check departure terminals information and airline requirements
- Be aware of what services will be provided on board (eg catering)
- Check in online and download a mobile boarding pass where possible
- Window seats will reduce contact with other passengers using the aisle
Plan your journey to the airport avoiding public transport where possible (consider chauffeur cars or self drive with pre-booked airport parking)
At the airport
- Arrive early, be patient and follow staff instructions or signage
- Check-in procedures may require self tagging and bag drop for luggage
- Maintain a 2-metre distance from other people where possible
- Wash or sanitise your hands as frequently as possible
- Wear a face covering where possible and expect to have your temperature checked
- Use restaurant apps to pre-order food and beverages
- Airline lounge access and services may be limited
- Expect to show boarding passes and photographic ID on request
Arriving back into the UK
- Complete Public Health Passenger Locator Forms before arrival
- Be patient and follow crew instructions when disembarking the aircraft
- Wash or sanitise your hands as soon as possible
- Use e-passport gates where possible or follow instructions to immigration desks maintaining social distancing requirements
- Follow signage and instructions to collect checked in luggage
On board
- Follow crew instructions at all times
- Remain seated as much as possible
- On short journeys, avoid using bathrooms where possible
- Avoid body contact with fellow passengers
- Wear a face covering throughout the flight (note that some airlines may refuse boarding if you do not comply)
- Onboard catering may be reduced (consider taking your own)
- Listen to announcements from crew about the measures to be taken on arrival at your destination
RAIL PASSENGER GUIDELINES
Before you travel
- Do not travel if you have any coronavirus symptoms
- Carry plenty of face masks and hand sanitiser with you at all times
- Try to have an e-ticket with the boarding pass on your mobile phone, avoid touching machines at railway stations
- Travel at quieter times to avoid crowds
- Book a direct service to avoid changing trains
- Reserve a seat where possible
- Take a sealed bottle of water with you
At the station
- Lifts may be restricted to one person or one household at a time
- Allow passengers space to get off the train before you board
- Wash or sanitise your hands as frequently as possible
- Wear a face covering
- Keep a 2-metre distance from other people where possible
- Obey signage and one-way systems
After your journey
- Wash or sanitise your hands as soon as possible
- Follow guidance at your destination
- If you are travelling internationally, check and obey any quarantine restrictions
Onboard the train
- Find your reserved seat and remain seated throughout the journey where possible - avoid walking around the carriages
- Where possible, face away from other passengers
- Catering carriages may be limited - take your own food and beverages or avoid eating food, if on a short journey
- Follow any instructions given by transport staff
Before you travel
- Some major hotel brands offer mobile check in/check out and mobile keys (on their mobile app) - this avoids queuing in the hotel lobby
- Some also offer the opportunity to select the room you wish to stay in
- Many hotel chains will keep rooms free for a few days between guest stays to avoid any contamination - ask your TMC to clarify the hotel’s protocol
When you arrive
- Follow one-way systems and pay attention to signage - in some areas you may be required to wear a face mask or covering
- If you are required to wait in communal areas, try and keep 2- metres away from fellow guests and staff
- If you can, carry your own luggage to your room to avoid staff coming into contact with your belongings
- Travel as light as possible
- Check the hotel’s policy on housekeeping staff entering guest rooms - if you would prefer your room to be cleaned less frequently, advise reception/housekeeping on check-in (ensuring you have enough towels for your entire stay) – you can also ask your TMC to request this in advance if you prefer
Checking out
- If your trip allows, keep your luggage with you avoiding the need to have it stored by the hotel concierge
- Use apps or express check-out services to avoid waiting in busy reception areas
Your stay
- Take your own sanitising wipes and wipe down high-touch areas such as the remote control, taps, electrical sockets, tea /coffee making facilities and coat hangers
- Should you feel unwell during your stay, remain in your room and inform reception staff - follow the given protocol and notify your company as well as your TMC
- Avoid using hotel restaurants/bars and consider room service instead - if you would like no contact on delivery, please inform the hotel when ordering
- Establish when breakfast rooms are less busy and what the format is for serving food (self-service or a la carte) - alternatively you could request breakfast in your room
This advice and information has been brought to you by Flightline Travel Management and Focus. If you need anymore information or help with your bookings contact us at reservations@flightline-travel.co.uk
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