Procurement Services

Business, group and student travel

The University of Exeter has three business travel suppliers. These are:

Ian Allen Travel Management is the primary supplier of bespoke group and, or student travel.

Ian Allan Travel

Business travel bookings user guide

Contract reference	2007/s 180-220423
Title	Business travel services
Contractor	Ian Allan Travel Terminal House Station Approcah Shepperton Middlesex TW17 8AS
Website	www.ianallantravel.com
Contact	Tel: +44 (0) 117 9305 212 Fax: +44 (0) 117 926 4386 unireservations@ianallan.co.uk
Emergencies (outside office hours)	Tel: +44 (0) 1932 255627 for out of hours referral number provided.
Scope	Air travel (UK and international ) - Airport meet, greet and transfers. Rail travel (UK, European and Eurostar ) - Station meet, greet and transfers. Coach and minibus hire. Ferry bookings. Hotel accommodation. Liaison on a local basis regarding technical or study visits. Local sightseeing and meal arrangements.
Prices, rates and services	Fee structure - note the fee structure varies according to the facilities and/or service(s) required and as such there is no standard tariff. Contact Ian Allan Event Management for quotation.
	Delivery charge - special delivery charges only apply to non e-ticketable documents eg rail tickets.
	Minimum lead time - as much notice as possible. Required services eg air/rail/hotel etc will be subject to availability.
	Sub-contractors to be used - airlines, airports, rail companies, hotels, coach operators and local agents etc.
	Other information available at www.cupid.ac.uk (copy the supplier name (above) to speed up your search of CUPID.)
Delivery	By agreement with the travel booker.
How do I use the contract?	Prepare draft travel itinerary. Email or fax draft itinerary to Ian Allan Event Management (event.management@ianallan.co.uk) to obtain a service fee quotation. Review travel options offered by Ian Allan. Finalise travel itinerary. Instruct Ian Allan Event Management which travel options should be booked. Confirm travel order by faxing, posting or e-mailing your purchase order to the appropriate address above or by quoting purchasing card details (card fee will apply). Inform University Insurance Services of travel itinerary and confirm adequacy of and requirement for University insurance cover. Ensure safe receipt of travel documents to travellers. Settle invoice in accordance with terms agreed with Ian Allan Event Management ie single invoice per travel arrangement or per itinerary. Usual procedure: deposit upon confirmation to secure the required services, balance pre-payment invoice due 10-weeks before travel, extras invoice to be paid within 30 days. Extras as authorised by the booker or the official group leader. Book direct using Amadeus through Ian Allan Travel’s online booking tool. Training to use this tool is available, contact Kathy Duffie on ext:5431.
Contract queries	Kathy Duffie Deputy Head of Procurement Services University of Exeter The Old Library Poole Gate Exeter, Devon, EX4 4SB Tel: 01392 725431 Email: purchasing@exeter.ac.uk
Operational queries	Robin Wilson Head of Account Management Ian Allan Travel Ltd Tel: 01932 255502 Email: robin.wilson@ianallan.co.uk
Feedback	Help Procurement Services provide the right service by emailing us your comments. We will use them to improve our service and those of our suppliers. We would also appreciate telling us when we have done a good job.

Other contacts

Kerry Brooker, Senior Project Manager
Tel: (01932) 255619
Email: kerry.brooker@ianallan.co.uk

Clare Ashe, Project Manager
Tel: (01932) 255622
Email: clare.ashe@ianallan.co.uk

Jackie Foley, Project Manager
Tel: (01932) 255624
Email: jackie.foley@ianallan.co.uk

Student and group travel bookings user guide

Contract reference	2007/s 180-220423
Title	Student, field and / or group travel services
Contractor	Ian Event Management Terminal House Station Approcah Shepperton Middlesex TW17 8AS
Website	www.ianallantravel.com
Contact	Tel: +44 (0) 1932 255267 Fax: +44 (0) 1932 231942 unireservations@ianallan.co.uk
Emergencies (outside office hours)	Tel: +44 (0) 1932 255627 for out of hours referral number provided.
Definition of group travel	10 or more passengers who are travelling together throughout the travel itinerary.*
Scope	Air travel (UK and international ) - Airport meet, greet and transfers. Rail travel (UK, European and Eurostar ) - Station meet, greet and transfers. Coach and minibus hire. Ferry bookings. Hotel accommodation. Liaison on a local basis regarding technical or study visits. Local sightseeing and meal arrangements.
Prices, rates and services	Fee structure - note the fee structure varies according to the facilities and/or service(s) required and as such there is no standard tariff. Contact Ian Allan Event Management for quotation.
	Delivery charge - special delivery charges only apply to non e-ticketable documents eg rail tickets.
	Minimum lead time - as much notice as possible. Required services eg air/rail/hotel etc will be subject to availability.
	Sub-contractors to be used - airlines, airports, rail companies, hotels, coach operators and local agents etc.
	Other information available at www.cupid.ac.uk (copy the supplier name (above) to speed up your search of CUPID.)
Delivery	By agreement with the travel booker.
How do I use the contract?	Prepare draft travel itinerary. Email or fax draft itinerary to Ian Allan Event Management (event.management@ianallan.co.uk) to obtain a service fee quotation. Review travel options offered by Ian Allan. Finalise travel itinerary. Instruct Ian Allan Event Management which travel options should be booked. Confirm travel order by faxing, posting or e-mailing your purchase order to the appropriate address above or by quoting purchasing card details (card fee will apply). Inform University Insurance Services of travel itinerary and confirm adequacy of and requirement for University insurance cover. Ensure safe receipt of travel documents to travellers. Settle invoice in accordance with terms agreed with Ian Allan Event Management ie single invoice per travel arrangement or per itinerary. Usual procedure: deposit upon confirmation to secure the required services, balance pre-payment invoice due 10-weeks before travel, extras invoice to be paid within 30 days. Extras as authorised by the booker or the official group leader.
Contract queries	Kathy Duffie Deputy Head of Procurement Services University of Exeter The Old Library Poole Gate Exeter, Devon, EX4 4SB Tel: 01392 725431 Email: purchasing@exeter.ac.uk
Operational queries	Andrew Barlow Head of Event Management Tel: 01932 255502 Email: andrew.barlow@ianallan.co.uk Queries reported to the account manager should also be reported to Kathy Hill in Procurment Services.
Feedback	Help Procurement Services provide the right service by emailing us your comments. We will use them to improve our service and those of our suppliers. We would also appreciate telling us when we have done a good job.

* A group comprises of 10 or more passengers who are travelling together (students and, or staff). Airlines, hotels and most rail operating companies require groups to be booked according to certain procedures which are put in place for the safeguard and benefit of the travellers concerned.

Other contacts

Kerry Brooker, Senior Project Manager
Tel: (01932) 255619
Email: kerry.brooker@ianallan.co.uk

Clare Ashe, Project Manager
Tel: (01932) 255622
Email: clare.ashe@ianallan.co.uk

Jackie Foley, Project Manager
Tel: (01932) 255624
Email: jackie.foley@ianallan.co.uk

Key Travel user guide

For business travel only including air, rail, ferry and bus travel; hotels and visas. Key Travel specialises in arranging travel for academic and charitable organisations and understands the special travel needs of this sector.

Key Travel pricing.

Contract reference	2007/s 180-220423
Title	Business travel services
Contractor	Key Travel 1st Floor, 28-32 Britannia Street London WC1X 9JF
Website	http://http://www.keytravel.co.uk
Contact	Ruby Team Tel: +44 (0)161 819 8920 ruby@keytravel.co.uk
Emergencies (outside office hours)	Tel: +44 (0) 20 7843 9602 (charges may apply).
Definition of group travel	10 or more passengers who are travelling together throughout the travel itinerary.*
Scope	Air travel (UK and international ) - lounges - airport car parking. Rail travel (UK, European and Eurostar ). Car hire (overseas). Ferry bookings. Hotel accommodation (UK and international). Visas. Currency. VIP travel - staff private travel.
Prices, rates and services	Price - see transaction fee structure. Note: these charges are additional to travel costs.
	Delivery charge - see transaction fee structure.
	Sub-contractors to be used - airlines, airports, rail companies, hotels etc.
	Other services (per hour) - see transaction fee structure.
	Other information available at www.cupid.ac.uk (copy the contract reference number (above) to speed up your search of CUPID.)
Delivery	See prices, rates and service.
How do I use the contract?	Prepare draft travel itinerary. Telephone/email/fax itinerary to Purple Team with request for best prices for all requirements. Review travel options offered by firm. Finalise travel itinerary. Instruct Key Travel which travel options should be booked. Check transaction fee structure’ at CUPID (copy and paste the contractor’s name into CuPiD’s search engine). Confirm travel order by faxing, posting or e-mailing your purchase order to the appropriate address above or by quoting purchasing card details. Ensure safe receipt of travel documents to traveller. Either settle invoice in accordance with terms agreed with Key Travel ie single invoice per travel arrangement/per itinerary (multi-stage journey), per month or reconcile monthly NatWest purchasing card statement.
Contract queries	Kathy Duffie Deputy Head of Procurement Services University of Exeter The Old Library Poole Gate Exeter, Devon, EX4 4SB Tel: 01392 725431 Email: purchasing@exeter.ac.uk
Operational queries	Steve Acott Account Manager Key Travel Tel: 0207 843 9653 Mob: 07795 481790 Email: sacott@keytravel.co.uk Queries reported to the account manager should also be reported to Kathy Hill in Procurment Services.
Feedback	Help Procurement Services provide the right service by emailing us your comments. We will use them to improve our service and those of our suppliers. We would also appreciate telling us when we have done a good job.

Additional contacts

Air, car, hotel, Eurostar and visa enquiries and bookings
Tel: 020 7843 9600
Fax: 020 7278 8035
Email: res@keytravel.co.uk

Group bookings
Tel:0161 819 8935
Fax: 0161 839 3893
Email: groups@keytravel.co.uk

Ferry and eurotunnel enquiries and bookings
Tel: 020 7843 9601
Fax: 020 7278 8035
Email: ferry@keytravel.co.uk

UK rail over the phone enquiries
Tel: 0161 819 8928
Fax: 0161 839 3893
Email: ukrail@keytravel.co.uk

Contact Addresses

Purchase orders
2nd Floor
Lowry House 17
Marble Street
Manchester
M2 3AW

Remittance address
2nd Floor
Lowry House 17
Marble Street
Manchester
M2 3AW

Refund application
2nd Floor
Lowry House 17
Marble Street
Manchester
M2 3AW

Visa Applications

Please send your completed visa application with relevant documentation to our London office:

1st Floor
28-32 Britannia Street
London
WC1X 9JF

If you are personally delivering or sending a courier, please note that the entrance to our offices are in Wicklow Street. If you are entering from Britannia Street, turn left into Wicklow Street and our door is the second grey door.

Northenden Travel

For international office travel use.

Website	www.nortravel.co.uk
Operational queries	Northenden Travel Tel: 0161 498 3440 Email: info@nortravel.co.uk
Contract queries	Kathy Duffie (University of Exeter Procurement Services) Tel: 01392 725431 Email: purchasing@exeter.ac.uk