Organizing a Business Trip:
A Technology-Integrated Project

by Denise Roseland

Read Denise's profile Printable version of the lesson


Performance Standard

C.ME.2 Identify and analyze cultural factors; such as, human needs, values, ideals, and public policies that affect global marketing.
E.ME.2 Review findings with various groups of peers at each state of the process.
E.ME.3 Record personal thoughts about what was learned from the experience.
H.ME.4 Discuss and recognize the importance of technologies appropriate to business and marketing.


You have just been hired to work for Benton Ties as the purchasing agent for the company and you are responsible for purchasing materials to make neckties sold by Benton.

The company has decided to introduce a line of silk neckties made from hand-loomed silk from Thanjavur, India. Thanjavur is located in southern India and is known for beautiful ancient Hindu temples and bronze sculptures. You and your group (which includes Tyler Schofield, a product designer and Shelby Watson, VP of Marketing) are planning a trip to India to visit the silk weavers from May 8 to May 13, 200-. The purpose of the trip is to examine silks and make purchasing decisions.

In this project you will complete tasks necessary for the trip using the following technology resources:

- Internet
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Access

Part One: Internet Research

To prepare for this trip, you need to research silk and gather travel information including information on your destination. The following research suggestions are not inclusive but can act as a guideline to begin. You will eventually prepare a presentation using this information and will need various details gained from the research to complete your travel preparations.

1) Gather enough information about silk to be able to describe why your company has decided to travel around the globe to get THIS silk and why it will make a great necktie.

2) Gather information about the arrangements of travel

a. Airline tickets for the dates you will travel. (airline, flight number, departure time, any layovers and locations of layovers, arrival time, returning flight time and flight number, and arrival at final airport destination)

b. Develop an itinerary for each day of travel. (location, miles traveled, sights, lodging, estimated daily cost)

c. Arrange for lodging in hotels, inns, etc.

d. What is the procedure for obtaining a passport: time for each phase of the paperwork, documents needed, costs, place of processing. Do you ever need a visa for this country?

e. What would you pack to take with you? Be specific as to the number of outfits, shoes, coats, sweaters, hats, first aid, medical information, toiletries, and other miscellaneous “stuff”.

3) Collect information about your destination city and country

a. Explore transportation options while you are in the country. (automobile, train, boat, etc.) Include cost, mode of transportation, etc.

b. Learn ten important phrases in the language of your country destination and write them out so you remember them, including “You have beautiful children.”

c. What is the host country currency rate?

d. What notable sights can you see when you have a few hours of free time on this trip?

e. Are there customary business traditions or actions you should know about in this area (ie. how to shake hands, etc.)

Part Two: Memo to Participants

You will write a memo to Shelby Watson, VP of Marketing and Tyler Schofield, Product designer, who will accompany you on this trip to Thanjavur.

Follow these guidelines:

· Prepare the memo using standard memo format.

· Write the following memo to those listed above:
The purchasing department is excited to go to Thanjavur, India to sample and purchase silk for the production of our new silk ties and is pleased you have chosen to accompany us on this trip. We will depart on May 8 and return on May 13, 200-. We are planning to schedule appointments with suppliers on May 10 and 11 and will meet for dinner on May 11 to discuss and review samples we have collected. We will implement any buying decisions on May 12. You are free to sightsee in the evenings except on May 11. Information about arrangements will follow in a few days. Please note our next meeting is scheduled for Thursday, when we will review the trip’s itinerary. There will also be a brief presentation giving you an overview of the region, silk and our mission at the same meeting.

· Save the memo as 2.1memo

· Print.

Part Three: Create Database of Suppliers

You have decided that the supplier information for the region should be organized using a database. Using Access, create a database for the following supplier information.

Part Four: Letter to Suppliers

To introduce your company and to schedule meetings, you will need to write letters to suppliers, which you will send via fax and postal mail. Use the merge letter functions of Microsoft Word to create letters for each supplier.

Part Five: Design Company letterhead and Fax Cover page

Design a letterhead for the company to replace the one currently in use. Modify this design to make a Fax cover page also.

Part Six: Itinerary

You must create an itinerary so that all participants know the schedule for the trip.

Part Seven: Develop Travel budget

You will need to create a budget that estimates the cost of the trip. This is necessary to request a cash advance for some expenses from the accounting department.

Part Eight: Prepare presentation

Prepare a PowerPoint presentation for the meeting of participants going on this trip for the next staff meeting.

Part Nine: Expense Report

The group has returned from its trip and will submit expense receipts. You will create a report for your expenses and will submit this report with receipts. You, as the leader of the group, have charged all group meetings to your account. The airfare was paid directly by the company. Each participant was given a $400 advance.

Project Resources for Silk and Textile Industry in India



Ramakrishnan, Kamala. Southern legacy; The Hindu, June 20, 1999.

B.M.G Silk: a status symbol; The Hindu, May 26, 2003.

Srivastav, Suriva. From a cocoon, with hope; TerraGreen: News to Save the Earth, Issue 12, May 15, 2002.


Textile websites with articles and information:

Bharat Textiles Directory is India's Largest Directory Of Textile Companies. It is India's premier search engine for the textile industry.

EconPapers database


Textile and Clothing trade information from around the world.

Link to index or articles specific to India

Top fabric exporter

Top cotton mill in Tamilnadu (statistic available on sales)

New surge in India's apparel exports (Statistical Report)

Another top silk exporter in Bangalore


Industry Contacts:

Indian Silk Export Promotion Council
62, Mittal Chambers, 6th Floor, Nariman Point, Bombay - 400 021
Areas of Interest : All Natural silk fabrics made ups, garments machine made carpets
Council for Leather Export
53, Sydenhame Road, Madras - 600 003
Ph : 044-589098, 582041
Fax :044-588713, 941-7354
Email :

The Cotton Textile Export Promotion Council of India (TEXPROCIL)
5th Floor, Engineering Centre
9 Mathew Road
Mumbai - 400 004
Telephone : 091-022-3632910 / 11 / 12 / 13
Fax : 091-022-3632914 / 2022510
E-mail :
Website :


Back to lesson plans