A Proposal for Annual Company Trip

  

 

 

1.0 
Proposal Description

In making an annual company trip, there are
specific considerations including the destination(s), the duration of the trip,
the purpose of the trip, the responsibilities of the participants and safety and
security guidelines including vehicle safety. Office trips may comprise of all
or few of the departments depending on the company size. This proposal outlines
the details of the (5)-day, (30)-person company trip of (Company XYZ) in the
following trip destinations: (Destination 1), (Destination 2) and (Destination
3). As such, one of the objectives of office field trips is to take a
well-deserved break from all the hard work inside the office, aside from
providing opportunities for employees to develop and enhance their socialization
and citizenship skills.

2.0 
 Trip Management Plan

2.1 
Administrative Preparation

It will be the tri leader’s or
facilitator’s responsibility to confirm the final date of the company trip and
confirm the trip date with the ground transportation. There must be a trip sheet
distributed to participants that details the purpose of the trip, trip
itinerary, date of the trip and the cost employees would have to shoulder.

2.2 
Risk Management

There are inherent risks to company trips
such as delays, postponement and interruptions. With proper planning, resources
and experience, these can de lessened. The itinerary for the trip should have
time planned in for delays so that there would be no pressure to assume risks in
completing the trip on time. A comprehensive first aid and immediate recovery
kit shall be carried and there must be at least a participant who knows how to
administer them. Trip leaders and facilitators should be aware of the site of
the nearest clinic in case of emergency.

2.3 
Planning the Itinerary

Itineraries should maximise the value of
time in making the office field trips more productive. The travel plans should
reflect the goals and priorities of the trip. Names of possible contacts,
arranging appointments and checking transportation schedules should be in placed
prior to the trip. Keeping the schedule light and flexible would be advisable.

2.4 
Sample Three-Day Itinerary

Day	Activities	Breakfast(B), Lunch (L) and Dinner (D)
1 Monday	ARRIVE TO STATE OF PENANG • Airport pick-up and transfer to hotel. • Lunch at local restaurant. • Dinner at a local Malaysian Restaurant. • Group get-together. • Overnight in Penang. • Brief E-mail opportunity. • Laundry opportunity.	L, D
2 Tuesday	STATE OF PENANG • Early morning visit to the Temple Shops and Butterfly Farm. • Then drive to Little India and Campbell Street. • Lunch at a local restaurant. • Drive back to the hotel. • Group get-together. • Overnight in Penang. • Brief E-mail opportunity. • Laundry opportunity.	B, L. D
3 Wednesday	PENANG TO KEDAH • This morning travel by bus across the city to Kedah. • Pass fish farm & tea /coffee plantations enroute. • Arrive in Pulau Payar through ferry services. • After dinner—local tribe performs dancing and music. • Group get-together. • Overnight in Kedah. • E-mail opportunity. • Best buy locations.	B, L, D

 

3.0 
Contribution to the Company

An analysis of the trip will be beneficial for
the company long term must be clear so that the leaders and facilitators should
acquire the 100% buy-in. Documenting the trip would be necessary for reporting.
This may be presented in slideshows and informal papers. 

4.0 
Financial Considerations 

The budget should bare a minimum figure to in
accomplishing the trip safely. The company trip leader/facilitator should
calculate fees based on the number of participants including lodging location
and costs, leader expenses, park entrance fees, ground transportation, field
notes and fare costs. An example of a template is provided below:

OFFICE TRIP EXPENSE SUMMARY Number of Participants _____ @ $_____ per person                $_____ Tour Company Name and Fee __________                              $_____ Name of Airline __________ Cost per Person $_____ x by number of tickets _____             $_____ Ground Transportation           Taxi          $_____           Bus           $_____           Train        $_____           Ferry        $_____           Etc.          $_____                                                                                                   $_____ Guide Fee           Guide #1  $_____           Guide #2  $_____           Etc.          $_____                                                                                                    $_____ Lodging           Hotel 1    $_____           Hotel 2    $_____            Etc.        $_____                                                                                                    $_____ Meals (DAY 1)            #1          $_____            #2          $_____           Etc.         $_____                                                                                                    $_____ (DAY 2            #1          $_____            #2          $_____           Etc.         $_____                                                                                                    $_____ (DAY 3            #1          $_____            #2          $_____           Etc.         $_____                                                                                                    $_____                                                                                                                                                                    TOTAL EXPENSES                     $_____