ADMINISTRATION AND FINANCE OFFICEOnce the Finance and Administration department have been notified of the program, they will be able to foresee the expenses that will be involved such as the payment for guides, entrance fees to the archeological ruins, payment for field trip supplies, gratuities to the service personnel, marinas, etc. They can also withdraw money from the Bank with anticipation for the activities that are programmed for weekends or beginning of the week.

TICKET OFFICE
The Ticket office will have the corresponding information regarding the notices for arrivals and departures, the flight changes, new reservations for international or national flight itineraries. The confirmation and pre-documentation of the passengers will also be done.

MANAGEMENT The Management gets involve with the objective of having a wide knowledge of the activities that the program has with the aim of verifying the operation. The Management will assist when dispatching, pre-convention meetings and will monitor the development of the program. He will keep a tied bond with the main responsible person of the group as to satisfy any additional demand that the group needs.

OPERATION OFFICE When the file gets to the Operation department, they will send a letter to our client informing that the file has been handed into their department and from that moment on the client contact will be this office for any change or additional that can result. In this same letter the client is asked to mention the hour, date and place where the pre-convention meeting will take place.
The Operations department immediately will take action through the following process :

a) A checking list will be made of all the necessities involved for the program to avoid the omission of any small details. This checking list will give us the reservation of any service that is needed. The reservations will be made in a concise manner to our previously selected suppliers.

b) Via memo, the Administration and Finance departments will be notified by the Operations office so that the suppliers are paid.
International Incentive Travel has settled as a policy of good faith to pay all of our suppliers at the moment of reserving, 80% of the total cost for each service. The remaining 20 % will be paid on a period of 7 days after the service has been provided.

c) On the other hand it is required from the Administration and Finance department through an established form the funds in cash that the Operations department will need for the execution of the various program activities.

d) The Operations department will automatically elaborate a file for the International Incentive Travel Trip Director that will be coordinating such program through the Hospitality desk. The file will include the following information :

• The action taking format which is used for the follow up of any baggage lost from an airline or the forgetting of any belonging in one of the filed trip Motorcoaches. This format will give the status that is given by code.
• Arrival manifest.
• Departure manifest
• Activities Agenda
• Alphabetical rooming list issued by the Hotel
• Numerical rooming list issued by the Hotel

  These last two will be used so that one day before the group departure, the departure information will be done and given to the participants, the bag pull is handed to the bell boys as well as the recap sheet which is the gathering in a generic form of the participants departure throughout several dates.

• Sign up formats for each of the activities such as golf, fishing, Isla Mujeres field trips, Xcaret and Xel-ha.
• Generic information on field trips with cost and itineraries of arrivals and departures.
• Telephone agendas of the different support services available in town such as Banks, Consulates, Flower shops, Hotels, Marinas and Airlines.
• Formats for Airline reservation changes.
• Master Account charging forms, which are used for the additional services that are not included in the contract and that the Conductor wishes to be charged to the group's land services master account.
• Copy of the contract. This is to be used with the aim that our Trip Director is 100% familiarized with the agreement that is being made with our client.
  

  Following our Operations Director will select the personnel that will work the program full time, having a meeting with them to hand out all the details and expectations with the client, all this to achieve a successful and safe operation.
  

  One day before or after the groups departure, the bill is presented through an official elaborated Invoice made by the Finance and Administration department. Once it is finished, the Sales department elaborates a "Thank you letter" for the preference and opportunity that our client gave us. This letter is signed by the Sales department (Account Executive), Operations Director and the General Director.

• The uniform for the attendad of Trade Shows and Company presentations in Fam Trips is : Black Blazer, Black trousers, Black tie, White shirt and Black socks and shoes. For women a Black Suit made up of skirt and blazer, stockings and white blouse without a neck collar, showing as a feminine touch a white, black and golden gaznee.

• As a Company policy all the make-up used by women should be discreet as well as a soft color tone for hand nails.

• As a Company policy all the accessories used by men and women such as rings, earrings, hair decoration, etc. should be black, white or golden in color.

• It has been established as a policy that in cold season, the company black jacket will be used with a special design and embroidered with the Logo in the upper left section.

• As an additional part of the uniform all the Trip Directors that work with the Meeting Planners in the hospitality desk has a black leather briefcase with a Company Logo badge.

• Every Trip Director has a file name "Sales Kit", which contains all the date of Cancun. This data is together in a black folder, being part of the same uniform

INTERNAL COMMUNICATION AND ORGANIZATIONOnce International Incentive Travel has been hired, it is internally organized for a specific program in the following way:

A) The communication begins among Client and Sales department through an Executive that handles out all the information of the destiny as well as the best negotiation for the cost of the program.

B) Once the program has been defined a contract is made where all the specifications of every service is included in the most precise manner to avoid speculations out of case. This contract is sent in original and copy to our client.

C) Once the original contract and copy are signed, the copy is sent back to our office by our clients. Once the signed contract is handed in, it is sent to the Operations, Administration, Finance and Ticketing departments as well as the General Management. The Sales Executive sends an information letter where the client is informed that their file has been handed to our Operation department and that the next contact will be our Operations Manager.

D) Through a memo, the Sales department will gather an inter- departmental meeting (Operations, Sales, Administration, Ticketing and General Management) to make the official presentation.

E) The aim of this meeting is to strengthen our internal communication so that all the departments get familiarized with the program that will contain the activities that our client has hired through our company.

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