Travel Tips for Attending Training

Traveling to one of our Training Classes requires a little planning on your part, some attention to detail, and some knowledge of the new requirements when it comes to air travel. The employees of ASI Controls do a fair amount of traveling, and have learned a few things over the years about air and ground transportation, and Hotels. This article is in no way meant to discourage you from attending a training class. Most of our students get to the Class and back without a problem. However, circumstances beyond your control will sometimes pop up in your travels, and the better prepared you are, the better you can deal with them.

To that end, we would like to offer some pointers, especially when it comes to air travel, based on our own experiences.

General

One rule applies to all the various phases of travel. Confirm everything! If you book airfare, get a Hotel room, or whatever, make sure that you get written confirmation of everything, preferably in an email. Print those out and keep them all together. Don't forget to bring them with you when you travel. If you have any issues during the trip, you will need those documents to get help. Without the various confirmations it will be harder to resolve issues. If your Company has prepaid for the Hotel room, especially remember to bring receipts for that with you. If you Company did the booking of the trip for you, get those documents from your Company. Don't assume everything is okay, or was done properly. The thing you leave to chance will be the thing that gets you.

If your Company is planning to reimburse you for all your expenses while you are away, you will need to keep all of your receipts in one place. Fill out the expense report as soon as you get back. Don't wait, your memory will be filled with all kinds of knowledge from the trip. There is no way to piece the whole thing together if you wait for too long after the trip. Double check all charges on your credit cards against the receipts. Disputes do arise, and the sooner you see them, the easier it is to get them resolved.

Air Travel

First, book your air travel as soon as you can. With few exceptions, the airfare will get more expensive the closer you get to the day of your outbound flight(s). Airfare is not related to how far you are going; rather it is related to number of connections you are making, which airport you are starting at, ending at and connecting through, and when you book it.

Booking your Flights

If you are booking the airfare yourself, we include the local airport information and three-letter code in the class details. It is okay if you want to use one of the travel sites to check the airfare from multiple carriers, but you should book it directly through your chosen air carrier's website when you decide to complete the purchase. If you have problems during your trip (cancelled flights, lost bags, missed connections), you will get better customer service if you book directly. Passengers who book through travel sites usually do not have some of the same options available to them. It is an ugly truth, but that is just the way it is. While you are it, sign up for the carriers frequent flier program. Even if you have no intention of accruing miles, it will help with customer service if you are a registered flyer. Our experience shows that the air carrier websites usually have the exact same prices as the travel sites.

When picking your air carrier, and subsequently picking your actual flights, it is not always possible to get non-stop direct connections from your home airport to the class site. If you find that you have to make a connection (or two), take a good look at the time you will have between flights. It is a good rule of thumb to allow for at least one hour, preferably more. No one wants to have to kill time in an airport, but if the turn around is too tight and your previous flight has any delays, you could miss your connection. That is never a good thing.

Typically, flying on Sunday is not a heavy travel day. However, flying on Friday is one of the heavier travel periods all week. Our class will generally end by 3:00 PM on the final day. When you book your flights, factor that into choosing your return flights. You typically need to arrive at the airport two hours before you flight time.

Travel Days

On any day that are you flying, it is a good policy to check the status of your flight. Airport delays are common, even when the local weather is fine. Your air carrier will have a section on their website to check your flight's status. If you are flying early in the morning, check the status the night before. If you flight is cancelled or delayed, make sure to call right away, and see what your options are. Be polite on the phone. If you are already at the airport, before polite with the airline employees. They individual you are talking to did not cause the problem, and you will get much better treatment if you remain calm. Those passengers that get worked up and demanding are often given the worst possible solution, or no solution at all. Check the Contract of Carriage for your specific airline, and you will see that the airline does not guarantee you anything. This is the case since the Federal Government deregulated the commercial airline industry. Unfortunately, the purchase of an airline ticket itself is not a contract to get you to your destination on time, with your checked luggage.

Plan to arrive at the airport two hours before your flight time. The air carriers usually board their flights 30 minutes before they are due to depart. You will need time to check in, go through security (see below), and get to the departure gate. Most airlines allow you to check in online, but if you are checking bags, you will still have to stop at the ticket counters. Airlines do overbook flights. Say what you want, but it is a necessary part of their business model. When a flight is oversold, and too many people check in for that flight, involuntary bumping starts happening. The airlines usually ask for volunteers first. If they don't get any takers, the usually start bumping the flyers who checked in last. This is one more reason to get to the airport early for your flight. If you do get bumped, understand that it is legal for the airline to do it, and you do have rights in the process. They will be defined in the airlines Contract of Carriage. You might find yourself getting worked up, but try to stay calm, and work with the Gate Agents to get rebooked. The nicer you are, the more they will work for you to get you to your final destination. If you end up staying overnight in a connecting City, don't forget to have the airline get your checked luggage off the plane before you leave the gate area.

If you miss your first flight or your connecting flight, see the gate agent right away to get rebooked on the next available flight. One ugly truth is this: Once they close the plane's door, they usually don't allow anyone else to board the plane. Your flight could still be physically at the gate, but if the door is closed and the passenger list is finalized, you will miss your flight. Plead your case as nicely as you can, but be prepared to be told that you will have to get rebooked.

If the airline does loose your checked luggage, see the airline agent in the baggage claim area as soon as you determine your luggage is missing. Give them the information about your luggage, and fill out their form. Typically they will deliver it, so they will need the name and address of the Hotel. Make sure you have a receipt for your lost luggage and a phone number to call, in case you need to follow up later. When you check in to the Hotel, inform them that the airline will be delivering your bag. The Hotel will notify you when it arrives, and may even bring it up to your room.

Don't forget to schedule your meals on the days that you are flying. You will not always have the opportunity to eat when you are hungry. You will have to figure out when you will have time in your flying schedule, and get your meals then. Most airlines provide a light snack on domestic flights, but it will not usually satisfy you. Most airlines do allow you to carry food items onto the flight, but carrying a full meal is not practical. Also, do not forget to plan your restroom breaks. The lavatory on a plane is not the nicest place to have to get to and use in an emergency. Plan accordingly.

Airport Security

When going through security, if you have not flown in a while, you will find that things have really changed since September 11th, 2001. Don't get caught off guard. For starters, you will need a drivers license or passport to check in at the ticket counter. Be prepared to show it to the airline employee who checks you in.

You will also need to show you ID and boarding pass to the TSA agent at the beginning of the security line. Have them both ready. Once the TSA Agent has checked your boarding pass and ID, you can put your ID away. You will not need it anymore. After you enter the line, you will need to follow the new procedures to get through the security screening. This includes removing your shoes and all outer clothing, such as jackets, sweaters, hats, etc. You will need to put all of your carry on items on the belt for screening. You will need to remove your laptop from its carry case, and put it into a bin. Follow the instructions from the TSA Agents who are working at this station.

You will not be allowed to bring liquids through security. If have a water bottle, or some other beverage, discard it before you go though. You can always purchase something to drink once you get through security. If you have any liquids in your carry on items, they must be in a single one-quart ziploc bag. They also must be smaller than 3.4 ounces. The ziploc bag must be removed from your item, and placed on the belt in a container.

All metal items will need to be removed form your pockets, like keys and loose change. Don't forget to remove your belt, if it has a metal buckle. If you do set off the magnetic screening device, comply with all instructions from the TSA Agent. You have certain rights. Everything will go smoother if you remain calm.

Please do not consider this paragraph as an all encompassing guide to the TSA policies. They are subject to change daily, and even hourly. Check the TSA's website, TSA Travel Tips, before you travel to see what the current policies are. Remember, the TSA operates independently of the local Airport Authority and your air carrier. They have jurisdiction over the whole airport security process.

Traveling with your Training Kit

If you are traveling with a Training Kit, it is best if you do not check it. Carry it on the plane instead. You are typically allowed one carry on item, and one personal item. Your notebook PC will count as the personal item (Never check your notebook PC!). Your training kit will count as the carry on item. Getting it through the security screening can be a little challenging occasionally, but it can be done. It might be a good idea to have the ASI brochure inside your kit, so it can help you explain your Training Kit to the TSA Agent.

If you check your Training Kit, be prepared for the worst. The TSA hand inspects random items, and if they inspect your Training Kit, who knows what might happen. One of our VARs had this scenario, and the TSA removed some of the components from his controllers, and put them in a baggie. When this happens, trying to get compensated for the damage is difficult. In addition to the TSA, the airlines are not very gentle with your checked luggage. The Training Kit is sturdy, but it is not sturdy enough for the rigors of being thrown around by the Ramp Agents, and being piled on top of in the planes cargo hold. If you do check your Training Kit, it is advised that you put it inside of something else, preferably something protective.

Ground Travel

When traveling to a Training Class by ground, the most important thing is to plan your route, and consider the local traffic you will be driving through. If you use one of the many mapping sites available on the web to get directions, don't forget to review the route it gives you. It may not be the best one, based on rush hour traffic, construction, etc. Also, don't forget to have cash ready for tolls. Many toll plazas are looking for exact change in the form of quarters.

Printed directions are better than nothing, but nowadays the GPS unit is king. If you are using a GPS to navigate, make sure you have the proper address for the Hotel. It would not hurt to plot the route in the GPS beforehand, and verify it against a map. Call the Hotel if you need to verify their location.

You may tempted to drive to the training site on Monday morning, rather than arriving on Sunday night. While this will save you the cost of one night's lodging, you will be risking being late to the class, if there are issues with traffic. You will also not be as fresh for the class. That being said, obviously the choice is up to you.

Hotel Shuttle

Most of the time, ASI Controls will use a location that is close to the airport. When that happens, you will be able to take the Hotel's complimentary shuttle from the airport to the Hotel. When you arrive at the airport, immediately go down to the baggage claim area. Make sure you have the Hotel's phone number with you. After, and only after you get your baggage, call the Hotel, tell them who you are, and that you would like a ride to the Hotel. Most shuttles do not run on a fixed schedule. If you do not call, they will never know you are waiting to be picked up.

While you have the Hotel on the phone, it is important to clarify where you should be waiting. Tell them what terminal of the airport you are at, and ask them where you should stand to wait for the shuttle. When you see the shuttle, make sure that they see you. The driver may assist you with stowing your bags in the back. If he does this, it is customary to tip a $1 per bag.

If you get in very late, there is a chance the Hotel shuttle has stopped running, since they don't all run 24 hours a day. When this happens, you will have arrange to take a Taxi, or some other shuttle service.

Taxi Cabs

If we can not secure a location by the airport, you may have to take a Taxi to get to the Hotel. If this is the case, all airports have a designated place where you can get a Taxi. Usually a line is formed where you wait your turn. You will not get to pick your Taxi Company.

Before you get in and drive away, tell the Cabbie where you are going, and make sure they know where it is. Some Taxi Companies offer a flat rate to get to the major Hotels. See if they a offer flat rate, or if you will pay based on the meter. If you plan on paying with a credit card, make sure the cabbie accepts them, and that his machine is working. If everything is a go, get in and enjoy the ride. Don't forget to tip the cabbie.

Public Transportation

Our Essential Training Class in California is held in Pleasanton, CA. This is one example where public transportation is the preferred way to get to the Hotel from the airport. When taking public transportation, it is important to know what stations you will be using, and what lines will get you there. Most public transportation lines have all of that information on the web. Make sure you plan ahead, and get your route figured out, and determine what the cost will be. Make sure you document your route. Don't rely on your memory on the day your are traveling.

At the Hotel

You will need to book your lodging yourself. ASI Controls usually secures a group rate that is less than the public rate. We include the booking code, if any, in the class registration form. Mention ASI Controls and the booking code when you book the room to get the special rate. There is a cut-off date that you need to be aware off, which is typically one month before the Class dates. Check the registration form for the specific date. Beyond that date, the Hotel does not guarantee the availability of rooms, nor can they always hold the special rate.

Checking In

When you arrive at the Hotel, head straight to the front desk, and let them know that you would like to check in. Give them your last name. They will ask you for ID, and your form of payment. Be warned that Hotels put a temporary hold on your credit card equal to the whole stays estimated cost, plus a percentage above this for incidentals. This can be as much as 20% more. If you have already prepaid for the room, they still may ask for a credit card. This extra amount is used to cover for room service, etc. Don't argue with them, you agreed to it when you booked the reservation, even if you weren't told about it. Just make sure that you have enough room on your credit card.

Just about all Hotels have moved to using key cards, instead of real keys. When you check in, get two key cards for each person. For some reason, these key cards are very quick to fail. If you get them too close to your cell phone, notebook PC, or other electronics, the little magnetic strip gets corrupted. When this happens, you will have to go to the front desk to get your key redone. This is very inconveniencing, especially at the end of the day, or when you are in a hurry. Getting two cards increases your chances of having a working card. Truly, the best place to keep it is in your wallet. Don't forget to take both cards with you when you leave the room.

When you get to your room, check it out right away. If there is something wrong with the room, go back down to the main desk, and ask for another room. Don't wait.

Checking Out

Most Hotels offer rapid check out. They usually slide your bill under the door during the last night of your stay. The check out time is usually around 11:00 AM or noon, depending on the Hotel. You should bring all of your items down the training room by at least the first break. Go to the front desk, let them know who you are, what room number you were in, and that you would like a zero-balance bill. That is key, a zero-balance bill means that they resolve all charges, and start the process rolling to perform the actual charges on your credit card. This will get those temporary holds off your card sooner. You also want a copy, should the amount the Hotel charges you differ from the zero-balance bill.

Arranging Transportation

On the last day of the class, you will need to coordinate your travel back to the airport. The Hotel staff can give you information on their shuttle service, or help arrange a Taxi if you need one. If you are taking public transportation, make sure you have the schedules for the routes that you will need to take.