Employee Travel/FAM Trip Protocol
Revised November 2014
Responsibilities of All Travel Café Employees/Professionalism while traveling:
1. Discounts and Benefits. Travel suppliers may provide reduced rates, professional courtesies,
familiarization trips and other "perks" to individuals promoting travel through employment at Travel Café. As
a Travel Café Employee, your first-hand experience will make you a more productive and knowledgeable
agent. Traveling yourself is an integral part of your success in promoting travel.
2. Travel Café Standard of Appearance. Any Travel Café Employee who accepts travel industry discounts
or courtesies or while traveling on behalf of Travel Café will adhere to the following appearance guidelines:
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Men:
Women:
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Unacceptable Attire:
midriffs.
Sport jacket with dress slacks and shirt, suit, sweater or turtleneck, dress shirt with tie.
Dress suit or dress slacks with blouse or sweater close toed hard-soled shoes. No heels.
Tee shirts, jeans, shorts, jogging tops, bathing suits, tank tops, bare feet or bare
3. Working FAMS and traveling for work protocol.
What is a FAM?-“a free(or low cost) marketing program designed for travel and event consultants, provided
by a travel operator or airline as a means of promoting their service and acquaint planners with a specific destination
in order to stimulate the booking of a meeting or event. These programs are offered in groups, but sometimes on an
individual basis, during low season times, and most expenses should be covered for qualified planners.”
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Working FAMS require the traveling agent to attend all hotel inspections/functions, be prompt for all
scheduled functions, and follow the dress code that includes professional attire. Shirts with a
minimum 4-inch sleeve (no sleeveless tops); pants (no skirts, dresses, jeans, shorts or Capri
pants), and hard-soled shoes (no sneakers, flip-flops, high heels, no open toed shoes, etc). As a
representative of Travel Café it is essential that you adhere to these conditions.
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Before going on a FAM trip, run a list of clients who might be interested in that destination (check
with Jody Boland about marketing fields in CB+) and send them a postcard while you are there. For
example, use level 2 Query to query for all clients who have interest in France. From the results
click Columns and arrange your columns so that the name, full address, and salutation fields are
included. Print listing by going to Reports/Profile/Current Query Results. If you have too many
results. Merge them into labels and print and don’t forget to create a mailer.
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Travel Café will only cover $500 of the FAM’s expense and allow three (3) days of FAM vacation.
Traveling for work, i.e. Escorted Tours, Travel Café will pay a food/expense per Diem of $40-$50
(depending on location) per day. This will cover only essential expense items and food. Please note
that Travel Café will not pay for alcoholic beverages. Receipts for all expenses should be turned in
upon completion of the trip. Travel Café will not pre-pay expenses unless approved in advance,
with the exception of an emergency. Refer to the Travel Café Policy Manual for more details.
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Completion of FAM Report is submitted to Operations Manager within 30 days of return. (attached)
Policy for applying FAM days to "non" FAM travel – on days when advocate is doing
hotel site inspections, tours they have not experienced, etc will be under consideration
for FAM days with prior approval only.
4. IATAN ID card Qualifications. Travel Café is accredited, bonded and appointed by the Airlines
Reporting Corporation (ARC) and the International Airlines Travel Agent Network (IATAN). You must qualify
to be included on the Travel Café’s IATAN eligibility list by receiving $5,000 in commissions paid to you
within a year. This amount is identified on your Form 1099 commission statement.
5. Professional Guidelines. While traveling, there are important professional guidelines to keep in mind in
your role as a Travel Café Employee.
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You are expected to make a consistent, reasonable effort to promote travel. Travel suppliers and our
agency fully expect you to return the courtesies and benefits extended to you by actively promoting and
recommending travel business to the agency and suppliers.
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Remain professional and courteous at all times. Reduced rate travel and other benefits are a privilege,
not a right. Have an attitude of gratitude when you receive them and return the courtesy by promoting
travel and the sponsoring supplier.
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Unacceptable conduct: Drinking to excess with or within the view of our customers, inappropriate (loud,
obnoxious, sexually inappropriate, etc.) conduct with or within the view of customers. These behaviors
can lead you to a suspension or termination.
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When traveling with more than one Travel Café employee, please use the “buddy” system to keep all
team members safe and to assist each other.
Conclusion
Adherence to the Principles of the Code of Ethics signifies competence, fair dealing and high integrity. Failure to
adhere to this Code may subject a member to disciplinary actions.
Thank you,
Billie
FAM REPORT FORM NEXT PAGE:
FAM REPORT – Due to Operations Manager within 30 days of your return.
Travel Advocate(s):
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My FAM Destination:
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FAM Dates:
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Postcards Mailed To:
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Date:
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Date
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Date:
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Air Carrier(s):
Hotel(s) inspected:
Transfer Company(s):
Day Tour(s):
Tour Company(s):
Spa(s):
Misc.:
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