Travel Management Services Agreement

Travel Management Services Agreement

TRAVEL MANAGEMENT SERVICES AGREEMENT

Dated: January 2016

Between:

Corporate Customer………………………………………………………………………………….

Registered Number………………………………………………………………………………….

Registered Address………………………………………………………………………………….

………………………………………………………………………………….

………………………………………………………………………………….

Travel AgentAvocet Travel Management Limited

Registered Number05984005

Registered Address34a High Street

Horley

Surrey

RH6 7BB

Travel Agent PartnerAdvantage Travel Centres Limited

Registered Number04698963

Registered Address21 Provost Street

London

N1 7NH

BACKGROUND

The Corporate Customer hereby appoints Avocet Travel Management (Avocet), an appointed branch of Advantage Travel Centres Limited (Advantage), as their “Agent”. Advantage are obliged to fulfil any travel requests and payments to suppliers on behalf of the Agent and the Agent accepts such appointment and agrees to carry out and complete the Services in accordance with the terms and conditions of this Agreement.

Avocet Travel Management agrees to provide the Corporate Customer with various travel services which it requests.

Advantage Travel Centres Limited is a business to business provider of products and services and has appointed Avocet Travel Management as its sub-agent under the Advantage Managed Services scheme.

1)BOOKINGS

The Corporate Customer shall request various travel services by either email or telephone to Avocet. Upon receipt of a request, Avocet Travel Management shall determine the availability and price and on instruction from the Corporate Customer, Avocet Travel Management shall book and confirm the relevant agreed travel services.

Avocet shall be entitled to charge the Corporate Customer a commission or fee for the services provided.

The Corporate Customer agrees to pay for the travel services provided and to pay Avocet Travel Management the travel agents commission or fee.

Avocet and/or Advantage shall provide the Corporate Customer with an invoice or a consolidated invoice which will detail the monies owed by the Corporate Customer to Advantage.

2)OUR PAYMENT TERMS

The Corporate Customer agrees to pay Advantage the full payment that is due (including any commission or fees due to Avocet) immediately by way of card payment or bank transfer (see bank account details below). Evidence of cleared funds may be required prior to travel arrangements being confirmed.

Advantage shall – upon request and approval - allow the Corporate Customer credit to a specified amount in respect to Travel Services made and reserved under this Agreement.

The Corporate Customer who has been provided with credit, agrees to pay Advantage in full for the travel services booked (including commission and/or fees) by the 10th of the following monthin which the invoiced transactions occurred. The Corporate Customer also accepts that failure to pay the appropriate amount in accordance with the agreed credit period entitles Advantage, with

immediate effect, to review the terms of the agreement, which may result in thetermination of; this agreement, the credit arrangements and/or cancellation of any future travel services.

The Corporate Customer agrees that it will only make payments by credit card or by bank transfers into the approved bank account as set out below and that any changes to the bank account details will only be instructed by Advantage.

Advantage will not be responsible for any monies which are not paid into the following bank account

Account Name: Avocet Travel Management

Account Number:03763447

Sort Code:20-65-82

All monies paid to Advantage are held in a secure trust account before being paid to the relevant supplier.

  • If settling your Credit Account by bank transfer or Card Payment, cleared funds are due by the 10th of the following monthin which the invoiced transactions occurred.
  • Services provided outside of a Credit Agreement should be settled in advance of the booking being accepted by Avocet.
  • Copy invoices and a statement of all outstanding invoices can be requested at any time.
  • Disputed invoices, items or services must be emailed to Avocet within 5 days of receiving the invoice.

From 01 April 2016, our payment terms and will be as follows:

  • For bookings made between the 1st and 15th of the month, cleared funds will need to be received by Advantage no later than the 22nd of the same month.
  • For bookings made between the 15th and the last day of the month, cleared funds must be received by Advantage no later than the 7th of the following month.

3)LIMITATIONS OF LIABILITY

In providing the Services to the Corporate Customer, Advantage and Avocet Travel Management act solely as the agent for the supplier of the Services named in the itinerary. The Agent does not guarantee or insure the Services to be provided by any supplier.

Advantage and Avocet Travel Management assume no responsibility for actions beyond the control of those parties in connection with the Services.Neither is responsible or liable for any act, error,

omission, injury, loss, accident, damage, delay, non-performance, irregularity, or any consequences thereof, caused by the neglect, or default, or any other act or inaction of any supplier.

4)REQUEST FOR CREDIT TERMS

Name of Financial Controller………………………………………………………………………………..

Credit limit required£ ……………………………………

Corporate Customer Bank Details

Bank Name & Address…………………………………………………………………………………

Account name…………………………………………………………………………………

Sort Code ……………………………..Account Number ……………………………………………………

OUR BANK DETAILS – FOR BACS PAYMENT

Bank Name & AddressBarclays Bank, Level 27

Account nameAvocet Travel Management

Sort Code 20-65-82Account Number 03763447

This information will be kept confidential.

This Agreement shall be subject to and construed in accordance with the laws of England.

IN WITNESS WHEREOF the parties have executed this Agreement on the date first above written:

SIGNED on behalf of )

______) ……………………………..……………………………. (Director)

______)

in the presence of:) ………………………………….………………………..(Witness)

SIGNED on behalf of )

AVOCET TRAVEL)

MANAGEMENTLIMITED) ………………………………………..…..……………. (Director)

)

in the presence of:) …………………………………….……………………..(Witness)

SIGNED on behalf of )

ADVANTAGE TRAVEL)

CENTRES LIMITED) ……………………………………..…………………. (Director)

)

in the presence of:) ………………………………………………………...(Witness)

Additional Corporate Customer Information

Main Contact………………………………………………………………………………………..

Telephone………………………………………………………………………………………….

E-mail Address………………………………………………………………………………………….

Web Site Address………………………………………………………………………………………….

Limited companyPartnershipSole Trader

Date of Incorporation ………………………

Parent/Subsidiary details (if applicable)………………………………………………………………………………

Registered Office Address…………………………………………………………………………………………..

(if different from above)

VAT Registration Number……………………………………………………

Nature of your Business……………………………………………………………………………………………

………………………………………………………………………………………………………………………………………………

Number of staff employed and number of those which travel………/……….

Estimated annual travel expenditure £

Please provide us with your Corporate Travel Insurance details

………………………………………………………………………………………………………………………………………...

…………………………………………………………………………………………………………………………………………

Name of the Owner / Managing Director………………………………………………………………

E-mail………………………………………………………………

PA/Secretary name (if applicable)………………………………………………………………

E-mail………………………………………………………………

Responsible personfor the purchase ofCorporate Travel ………………………………………………

E-mail………………………………………………………………

Travel Authorisation………………………………………………………………

Please list the names of staff authorised to make travel arrangements on behalf of your organisation (Supply a list if more than 5)

TitleFirst NameSurnameJob Title

1.

Phone No…………………………..E-mail……………………………………..

2.

Phone No…………………………..E-mail………………………………………..

3.

Phone No……………………………E-mail…………………………………………

4.

Phone No…………………………….E-mail…………………………………………

5.

Phone No……………………………..E-mail…………………………………………

Note: It is the responsibility of the person signing this form to ensure that we are advised immediately in writing of any deletions or additions to this list. We cannot be held responsible for any omissions on your part and, for security reasons, reserve the right to refuse bookings from people not listed above.

Service Provision

Will you provide purchase order numbers for every booking?YESNO

If YES, how will this be communicated to us? …………………………………………………………………………………….

If NO, please tick here to confirm that verbal orders from authorised bookers are acceptable

Do you have different departments within your company?YESNO

If YES, please provide a list of all the department names, codes and numbers:

Department NameDepartment CodeDepartment Number