Separate the invitation from the service scope
When inviting a speaker, candidate or business partner, clarify which travel services the company will arrange. List flights, accommodation and transfers separately. Do not treat an invitation message as a booking instruction covering every expense.
Identify the approver
The person collecting the guest’s preferences may differ from the company approver. State who should receive options and who makes the final decision. If an option shared with the guest remains unapproved, say so clearly.
Collect necessary details through the right channel
Request the passenger and programme information needed to arrange travel through an appropriate communication channel. Avoid circulating unrelated personal documents in broad email groups. Record the meeting address, arrival contact and person responsible for communicating changes.
Confirm the final programme together
Combine the company’s agreed scope and the guest’s schedule in the brief sent to KUNET. Once arrangements are confirmed, check that current documents reached the guest and the welcoming team is using the same timings. Keep both the guest and the company approver informed when plans change.
