Actava’s 7 Stages of Any Project Planning Event

The occasions when clients know exactly what they want are quite rare in business tourism. Usually, professional advice is necessary. If in the mid-nineties, many people of the former Soviet Union looked at trips abroad as something exotic, nowadays corporate foreign travel has become more common. Still, when the choice is great, it is more difficult to choose amongst options.

1. Narrowing Search Limits

Work on a client’s project in Actava begins with the narrowing of search limits. First, we discuss the possible places for an event, how many locations and trips it is to include. The usage of space and time must be clearly defined. An understanding of the mix of entertainment and work the client wants must be established, as well as an approximate budget.

2. General Ideas Presented

General ideas and offers are presented to the client including a choice among countries and venues as well as their respective budgets. If special visas or medical provisions are necessary, these are also presented at this time. In this way, Actava is able to further define the client’s needs and wishes.

 3. One Option is Selected

 When an option is chosen, a manager is fixed to the project, and the details of the option are finalized. This expert leads the project from the beginning to the end. S/He details the idea, develops specific proposals for the client, requests hotels, connects partners to the organization of entertaining actions, and excursions. From this point on there is a lot of intensive interaction with the client, making sure every client need is satisfied.

4. Program Coordination

Program Coordination is when the client chooses the most detailed aspects of his/her event such as which restaurant or caterer to use, and what kind of entertainment to use as its grand finale on the last evening of its trip. At this stage, the client needs to choose among a variety of ‘local’ activities within his/her overall itinerary.  This can sometimes be an exhausting and overwhelming process since the client is choosing amongst unknowns. Actava greatly simplifies this process by offering clear comparisons and advice based on its wealth of experience over the past 10 years. Due to the varied decision processes within our clients’ organizations, this process can take from one day to two months.  We encourage our clients to plan ahead in as much as it is possible, since some options may not be available last minute, depending upon the size of the client’s group and local demand. Budgets are also more likely to be effective with advance planning. 

5. Conclusion of Booking Services

Actava makes the final bookings for flights, accommodations, excursions and transport services, as well as makes the registration of exit documents.

6. Day of Departure

At last, the day of departure comes. 95 percent of all events are accompanied by an Actava representative. This incurs little extra cost for the client, and assures top-rate service. The representative is not intrusive, but rather is there to answer any questions and to help reschedule in the case of inclement weather or other local emergencies that can occur.

7. Service Review

After the event has successfully come to an end, our Manager who was responsible for the project, contacts the client at the client’s convenience.  Actava’s Manager and the client’s representative discuss the event’s results together, and file an appraisal, thus ensuring that Actava maintains its high service standards. It also enables Actava to become further aquainted with the client’s needs.  After all, the following trip is not far off!