Travel on the Internet

Only five years ago, very few PAs had authority from their employers to make on-line purchases of any product. Frequently, travellers would research flights themselves and then ask their PA to book through the travel agent or occasionally the traveller would book flights and/or hotels direct.

Today, however, it is usual for a PA to research travel and book flights, hotels and car hire on-line even if on a system linked to their travel management company.

Whether a company policy allows direct travel booking depends on its relationship and arrangement with the appointed travel agent or travel management company. If the organisation accepts the virtual absence of person to person customer support and post-booking service by an airline or hotel reservations agent, there is little reason why direct on-line bookings should not be permitted, for as long as the procedure saves time and money.

Traditional airlines are fighting head-on with newer low-cost carriers to attract leisure and business traffic but the best deals are only bookable on-line. Nearer the time of travel, British Airways often has cheaper fares available on European routes than EasyJet or Ryanair. The low-cost carrier may offer a cheaper fare but always check whether the flight is arriving at the airport nearest the city to be visited.

When checking out fares always identify, from the start, if airport taxes and other surcharges are included on the initial flight availability screens. Many fares will look ridiculously cheap but when the flights have been selected and the 'continue' button clicked, the total fare will be somewhat more expensive. A further surcharge, per person, will be added if a credit card is to be used for payment.

If securing the best available fare is a priority always use the facility to check either side of the preferred date of travel. EasyJet normally shows three-day listings and British Airways 14 days. Ryanair allows users to click on 'previous day' and 'next day' buttons.

Generally, hotel booking sites are less user-friendly and will quote prices exactly in line with the user's enquiry. It is wise to be as unrestrictive as possible on the initial enquiry screen. Even requesting a no-smoking room may create a higher rate. A no-smoking request may be added at the booking stage in the 'additional information' box. Requesting spa facilities, 24-hour room service, and other additional hotel amenities will restrict the search for best available rates in a given city.

Once becoming familiar with a few websites, it is wise to use them, as a preferred supplier as shopping around on search engines is both time consuming and sometimes confusing. It is frustrating to spend time chasing attractive fares and overnight accommodation, only to find that the prices increase dramatically once a date and preferred room type have been entered.

When researching car hire, always check the small print that may appear up to five or six pages after the quoted price. Some companies charge up to ?25 to change a hotel reservation or the cost of one-night's accommodation to cancel. Flight changes made on-line usually attract a lower changing fee than those made by telephone.

Some car hire companies charge ?20 to take a car across a country border. Collision damage waiver excess insurance may be over ?400 in the event of an accident - many rates do not include insurance cover for this excess. Whilst Holiday Autos only charge ?1.50 per day for this insurance their suppliers will charge ?10 per day, or more if the extra cover is requested at the time of collecting the vehicle.

In all bookings; air, hotels, car hire, parking or ground transportation, always check the cancellation and reservation changing procedure. It is sometimes cheaper to cancel and start the process again than to pay surcharges for changing bookings.

Documentation research for passport, visa and health regulations is easily carried out on-line using the web sites provided by OAG or Columbus Travel Guides.

Using the Internet for booking travel is rarely more cost effective, or convenient, than using a travel management company. Most corporate travel buyers require the value added service that such organisations provide, including 24-hour traveller support, statistics and an unbiased purchasing facility.

Remember:

• Check whether fares include taxes and surcharges



• Where possible, request availability and fares up to 7 days either side of preferred travel date.



• Many airline websites offer lower fares than travel agent systems



• Some hotel's corporate and preferred rates are only available through a travel management company



• Watch out for extra charges on car hire



• Check cancellation and reservation change penalties.