Working with the experienced FCM team can transform your travel planning from a stressful puzzle into an effortless, expertly crafted experience. However, the success of your collaboration hinges on providing your consultant with the right information from the start. Understanding what details your travel professional needs not only streamlines the planning process but ensures your trip is tailored specifically to your preferences and needs.
If your school currently uses another travel provider, the information in this article remains applicable to help ensure a smooth travel experience.
Complete Your FCM Traveller Profile
Your FCM Traveller Profile stores information that can be used across your bookings. Details may be transferred to airline, hotel and other supplier systems, so keep your profile complete and up to date.
Basic Information
- Full legal name — exactly as shown on your passport for international travel or photo ID for domestic travel.
- Date of birth and gender.
- Email address.
- Passport details for international travel, including passport number, issue and expiry dates, place and country of issue, citizenship and sex as shown on the passport.
- Visa documentation, where applicable.
Contact Information
- Business and mobile phone numbers. Use the mobile number you will have while travelling, as suppliers may use it to communicate important travel updates.
- Email address for itineraries and invoices.
- Personal emergency contact.
- Business emergency contact.
Important: Do not enter an assistant’s or travel coordinator’s contact details unless they are available to receive supplier communications 24/7.
Payment Methods
Do not complete this section unless instructed by your school. Payment arrangements are established by the appropriate school personnel when the school account is set up. Adding information may override the school’s existing arrangement
Loyalty Programmes
Add all relevant:
- Airline frequent flyer numbers.
- Hotel loyalty memberships.
- Car rental loyalty memberships.
Check your name carefully. Airline loyalty programme details should match your passport name to avoid issues with earning points or receiving status benefits.
Travel Preferences
Record your preferences for:
- Air: Seating preferences.
- Hotel: Smoking/non-smoking preferences.
- Car: Vehicle size and required equipment.
Information Required for Every Booking
Providing the following information upfront helps your consultant work quickly and efficiently.
Dates
Provide:
- Exact departure and return dates.
- Any flexibility around your dates.
- If you can be flexible with dates clearly state dates when you cannot travel due to work, school or personal commitments.
Peak seasons vary by destination and significantly impact both pricing and availability.
Times
Advise whether:
- You must arrive by a specific time for a meeting, event or other commitment.
- You have a preferred departure or arrival time.
- You are primarily seeking the lowest available fare on your required travel date.
Route
Clearly provide:
- Departure city and airport.
- Arrival city and airport.
- All destinations for multi-city travel.
- Required departure and arrival times for each sector.
- Whether you require direct flights or are willing to consider connecting flights.
Airline and Cabin Preferences
Advise:
- Whether you want to use a particular airline and partner airline alliance because of loyalty status.
- Whether you are looking for the lowest available fare across all airlines.
- Preferred cabin class, business, premium economy or economy subject to your school’s travel policy.
- Whether all airlines flying a route are acceptable if your preferred airline does not operate the route.
- Whether you want pricing from both full-service and low-cost airlines.
If You Already Know Exactly What You Want
If you have travelled the route before and know the specific airline, flight and times you want, provide those details and ask your consultant to price that option only. This can save time and allow the booking to be secured quickly.
Important Airfare Considerations
- Airline fares are generally loaded approximately 11 months before departure. Booking earlier will often provide more choice and may provide better pricing.
- Fares can change rapidly, sometimes within hours. A fare is not secured until the booking is completed and paid for. Provide all required information upfront so your consultant can price and book efficiently.
- Advise of any special assistance requirements as early as possible.
- If you use airline loyalty points to upgrade a booking after ticketing, the airline may take control of the booking. FCM may then have limited or no ability to assist with subsequent changes.
- Clearly communicate food allergies, intolerances and dietary requirements. Your consultant can add requests to the airline booking system, but special meals cannot always be guaranteed.
- If you require specific food for medical reasons, take suitable food with you planning appropriately for storage. Airline galley don’t have room to store personal food.
Accommodation
When requesting accommodation, provide:
- City and exact check-in/check-out dates.
- Preferred or required hotels, including hotels linked to loyalty programmes or specific for security considerations.
- Do you prefer luxury accommodations with full-service amenities, or are you comfortable with budget-friendly options
- Room requirements, such as room configuration, connecting rooms or accessibility features or specific views.
- Essential amenities or other requirements.
- Location preferences within destinations matter significantly. Do you want to be close to meeting or conference locations. Some travellers want to stay in bustling city centres, while others prefer quiet neighbourhoods with easy transportation access.
Why Book Accommodation Through FCM?
FCM can provide:
- Pre-negotiated rates with more than 97 key hotels.
- Discounted rates across 11 hotel chains representing more than 18,000 hotels globally.
- Negotiated additional inclusions and booking conditions.
- Improved travel risk management through centralised booking and traveller tracking.
Booking accommodation through FCM helps the school maintain visibility of travellers, enabling faster communication and support during incidents or disruptions.
Ground Transport
Clearly provide:
- Dates and locations where transport is required.
- Whether you require a rental car, private transfer, driver service or public transport information.
- Preferred transfer or chauffeur companies, if applicable.
- Preferred car rental company, particularly where you have a loyalty membership.
- Any specific vehicle requirements.
For international car rental, discuss documentation requirements with your consultant in advance, including whether an International Driving Permit is required.
Why Book Car Rental Through FCM?
FCM offers:
- Pre-negotiated rates with leading car rental providers.
- Discounted rates from $44.07 per day.
- Reduced liability options on passenger vehicles.
- Access to more than 15,540 locations globally.
Make Your FCM Booking Process Easier
Providing comprehensive information to your FCM consultant is an investment in your travel experience. The time spent sharing detailed preferences, requirements, and expectations pays dividends in the form of perfectly tailored itineraries.
If your school is not already utilising the ASA Travel program Get started today! Email ASA Travel Procurement Manager at kmantle@anglischools.edu.au to join and unlock exclusive benefits for your school.