Booking a business trip - Typical situation

VOCABULARY
Agency An intermediary business that helps other businesses or people.
E.g.: An employment agency helps people to find work and
companies to find employees.
Automatically (Adverb) The opposite of manually.
E.g.: Doors that open automatically, open when you are close to
them without you having to touch them.
Beautifully (Adverb) To do something in a pleasing manner; she dances
beautifully = she's so graceful and elegant when she dances.
Beforehand Previous to another action. E.g.: I was late for work, but I called
beforehand to tell them.
Booking A reservation you make in a hotel, tickets, etc.
E.g.: We have a booking under the name of Smith.
Bound Something enclosed.
Catalogue A book created by a company to illustrate its products and
information about them.
Chauffeur A paid driver of a private car.
Civil unrest Riots causing danger, damage or injury to other people or
property.
Client Someone that pays for goods or services from a particular
company is a client of that company.
Comfortably (Adverb) Opposite to painfully or hard. E.g.: We were
comfortably sleeping during the flight = They were relaxed
during the flight.
Company 1. A business or enterprise.
2. When you are with other people you are "in company".
Complex 1. (Adjective) Difficult, complicated.
2. To have a complex = to be very conscious about something
personal.
E.g.: He's not very tall and he has a complex about his height.
Comprehensive Highest level of insurance that someone can have.
cover
Co-traveller A person who goes with you on a trip or journey.
Cover (Insurance) To protect against loss, accident or liability. E.g.:
Our insurance covered most of the damages caused by the fire.
Culture Something that is shared by a group of people from the same
geographic location; the things they eat, traditions, their
language are all parts of their culture.
Death (Noun) The end of life. This happens when someone dies and
stops breathing. It is the opposite of birth.
Difference (Noun) The amount by which there is a difference between one
thing with another.

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 Booking a business trip - Typical situation

Document 1. Paper with something important written on it.

2. A file produced in Word or Excel on the computer.
Exactly Precisely. E.g.: This table is exactly 123.5 cm long.
Exchangeable (Adjective) If something is exchangeable it means you can change
it for something else.
Expenditure The amount of money spent.
E.g.: This year's expenditure was 3 million euros.
Fact Something that is always true; water becomes ice when kept
below 0° - this is a fact.
Fleet A collective noun for a group of cars, ships, aeroplanes.
E.g.: A fleet of ships = a group of ships that belong to the same
company or person.
Hard copy Information from a computer that has been printed on paper.
Incredibly Emphasis on very. E.g.: She's incredibly intelligent = She's very,
very intelligent.
Independent Not controlled or influenced by other people, events or things.
Injury Damage caused to your body.
Itinerary Information about where, how and when you are doing things
while you are away on a trip.
Legroom The amount of free space you have for your legs when you are
sitting.
Limo Abbreviation for limosine; a very long, typically black car that
has a private driver.
Limousine A very long, typically black car that has a private driver.
Link Something that joins two things together either physically or
emotionally.
Natural Something that has not been modified by man. Opposite to
artificial.
Peace of mind To feel calm and not worried.
Recently Not long ago, in the near past.
E.g.: I have recently learned to cook this dish.
Reclining (Adjective) To be in a position between vertical and horizontal.
E.g.: A reclining chair is one that you can put the back into a
more horizontal position.
Refundable (adjective) Able to be returned after you have purchased it.
Relationship (noun) A bond or connection between two people or entities.
E.g.: He has a good relationship with his boss, they get on very
well and they respect each other.
Rundown A detailed report.
Separate To divide. The opposite of together. E.g.: Please separate into
two groups; the boys in one and the girls in another.
Simply (Adverb) Easily, clearly, without difficulty.

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 Booking a business trip - Typical situation

Smooth Something that happens without any sudden movements. E.g.:

We run a smooth business.
Star 1. A small, bright, yellow light in the sky at night.
2. A very, very famous person. E.g.: A famous actor is also known
as a star.
Suggestion (noun) When you offer an idea to someone you make a
suggestion.
E.g.: I don't know where to go for dinner. Can you make any
suggestions?
Tacky (adjective) Low class, no style, in bad taste.
Taxi A car with a driver that you pay to take you from one place to
another.
Terrorism (noun) When a political group uses violence to get what they
want.
Theft (noun) A burglary, a robbery. E.g.: There was a theft last night
at the jeweller's; 1 million euros were taken in jewellery.
To hire 1. To rent something for a short period of time; you can hire a
car.
2. To contract someone to do a job. E.g.: He's hired a new
secretary, she starts on Monday.
To keep track of To stay informed about something.
To opt To choose, to elect, to take an option.
To stress To worry a lot and feel nervous / anxious about something.
Top The opposite of bottom. The highest point.
E..g. There is snow on top of the mountain.
Traveller A person who goes from one place to another visiting different
countries.
Updated Something that has been completed with all the current
information has been updated.
E.g.: A database or a file can be updated with the most recent
information.

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 Booking a business trip - Typical situation

TYPICAL SITUATION - TRAVEL AGENCY - BOOKING A

BUSINESS TRIP. LISTEN AND REPEAT
A: Hi there, I would like to book a business trip.
B: Well sir, you've come to the right place. Here at Delta Travel we specialise in
organising smooth running and stress-free business trips. When and where are you
going to be travelling to?
A: To Tokyo on the 23rd of March returning on the 28th.
B: And, how many people will be travelling?
A: There will be two of us.
B: Can I take your name and that of your co-traveller, please?
A: Of course, I'm Graham Aldridge and I will be travelling with Victoria Samson.
B: Which class would you like to travel in? Bear in mind that business and first class
tickets are refundable or exchangeable if for any reason you were to miss your flight.
This service is not available with economy class tickets.
A: What's the difference in price between first class and business class?
B: For the dates you have chosen, a business class ticket will be €1300 per person, and
a first class ticket will be €1700.
B: In first class you have fully reclinable seats, that mean you can sleep incredibly
comfortably, and the inflight menu was developed by one of Japan's top chefs...
B: In business class you have a lot of legroom, but the seats do not become beds...
A: I will opt for first class. It will be worth it if we can sleep during the flight and arrive
in Tokyo ready to do business.
B: OK, would you like travel insurance?
A: What would I be covered for?
B: Personal injury, death, damage, theft and lost luggage.

B: We have also recently updated our policy to include injuries as a result of terrorism,
civil unrest or natural disasters.
B: Our most comprehensive cover costs just €2 per day, so for two travellers, over 5
days, it would cost €20.
A: You can't put a price on peace of mind... I'll take the insurance please.
B: What style of accommodation would you like? Would you prefer a smaller
independent hotel or a large 5 star complex? In fact, for those dates there is a special
offer on the Hotel Regal, which is a beautifully luxurious 5 star hotel in the centre of
Tokyo.
A: That sounds great.
B: Would you like separate rooms?
A: Yes, please.

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 Booking a business trip - Typical situation

B: The rooms that are on special offer are €80 per person per night, so it will come to
€800.
A: OK.
B: Would you like us to arrange car hire?
A: No thank you, but we would like a chauffeur-driven car on the 25th, which is the day
of our meeting with our most important client. But the hotel can organise that, can't
they?
B: It's always a better idea to have everything organised beforehand. Here at Delta
Travel we have a great relationship with a chauffeur service in Tokyo. Here is their
catalogue. Were you thinking of hiring a limousine?
A: No, I'm not a big fan of limos, I think they're a bit tacky... Are there any Bentleys or
Rolls Royce in their fleet of cars?
B: Yes, I can arrange for a Rolls Royce Phantom to pick you up from the hotel, the cost
is €100 per hour.
A: That would be perfect. I want the car to take us to a restaurant and pick us up from
the restaurant when we have finished dining, so I'm not sure exactly how long we
will need it for, probably about 4 hours.
B: Certainly. And would you like me to arrange airport links?
A: No, I think we'll just get a taxi. We only need a fancy car to meet the client!

B: OK. Would you like to change any money?

A: Yes, please, I'll change €200. I can always take out more over there with my credit
card, if I have to.
B: OK, so €200 will be just over ¥25,000. Here's a rundown of the costs: 3,400 for the
flights, 800 for the hotel, 400 for the car hire and 20 for the insurance.
B: So, in total that is €4,620, our fees are included in the price. Would you like to pay
with credit card?
A: Yes please. I'll be using the company card, not my personal one!
B: OK, the payment has gone through. Here is a small guide to Tokyo, it has
suggestions on places to eat and where to go during the evening.
B: It also has a section on local customs and culture, which is very important for a
business trip. We also give our business trip customers this small, leather-bound
diary which can be used for keeping track of expenditure or simply as a notebook to
write down times of meetings and flights, etc.
A: Thank you very much.
B: Here is also a hard copy of your travel itinerary and your travel insurance policy, all
of these documents will have been automatically emailed to you as well.
A: Thank you once again for your help.
B: Thank you for choosing Delta Travel, I hope you have a good trip, and if you have
any doubts or questions, then you can either call us, email us or come into the office.
A: Great, bye bye.
B: Goodbye.

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 Booking a business trip - Typical situation

Copyright © CAE Computer Aided USA Corporation - Computer Aided Elearning, S.A.