Travel Reference
In-Depth Information
a receipt for the deposit payment and a new fi le is
started by the agent.
FOCUS ON INDUSTRY
Normally within two weeks of making the booking, a
written confi rmation invoice will be sent from the tour
operator, giving precise details of the clients travelling,
the booked holiday and travel details. The balance is
normally paid eight weeks before departure, but if the
holiday is booked within eight weeks of departure the
full amount must be paid. Two to three weeks before
the holiday starts, fi nal tickets and documentation are
received by the agent and passed to the client. This
is a good point at which to try some 'cross selling' by
asking clients if they need, for example, any foreign
currency or car hire for their holiday.
COMPUTER SYSTEMS IN TRAVEL AGENCIES
From the 1980s onwards, travel agents began to
use Viewdata and other computerised reservation
systems (CRS) to access tour operators' and other
principals' computer systems to check availability
and make bookings on behalf of clients. GDS (global
distribution systems) such as Sabre and Amadeus
grew from airline reservation systems to include
a wide range of travel information and booking
facilities. With the rapid developments in internet
use, most travel agents are switching to more
advanced web-based systems that offer 24-hour
access and 'real time' searching facilities. One of the
most widely-used systems is EasySell from Comtec,
which enables travel agents to search for package
holidays and fl ights in real time. The company has
also developed TravelCat, an integrated agency
management system that links front and back offi ce
functions.
The documentation needed to support this sales
process varies between travel agencies, but is likely to
include electronic or paper-based versions of:
Initial enquiry form completed by the agent;
Receipt for a deposit or the full cost of the holiday;
Holiday confi rmation invoice;
Tickets/vouchers and fi nal travel information
documents.
Procedures and documentation for
selling travel services
The starting point for the sale of any holiday or travel
product is when a client makes contact with a travel
agent either in person, by telephone or by e-mail.
If the client has a defi nite departure date, holiday
company and resort in mind, the agent will quickly be
able to check availability on their computer system. If
there is availability, the booking can proceed. If not,
or if the client is unsure about which resort to choose,
some further advice and help will be needed from the
agent. The tour operators' reservation systems are
designed to be able to search by date, resort, hotel,
type of holiday, etc., so the client's needs should be
satisfi ed eventually. Once the holiday is chosen, the
agent takes out an option, giving the client the chance
to think about the choice before committing himself or
herself. The option will be entered on the screen and
normally lasts for 24 hours, after which time it lapses
and the holiday is put on sale again. If the client makes
contact within the 24 hours and pays a deposit, then
the booking is confi rmed. The client will be issued with
An ef ective brochure display
Merchandising and displays
Merchandising and point-of-sale (POS) materials,
such as window displays, free-standing displays in the
main body of a travel agency and brochures, play an
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