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SOCIETY INSTRUCTION
DOCUMENT CODE
5 (9)
Board / 2014 / 07
2.4. Train
Bookings are to be made in 2nd class, only Board and council members are allowed to book tickets in
1st class.
Non compliance will result in non-reimbursement.
2.5. Travel agency
ESTRO has made an agreement for travel agency services with FCm Travel Solutions. The agency will
serve ESTRO through their online tool and dedicated team.
Purchasing of travel services from any other instance than FCm is highly discouraged as the online
tool also includes LCCs.
Non compliance will result in non-reimbursement.
3.
TRAVEL QUALITY STANDARDS
3.1. Standards for air travel
All air travel must be planned and booked early enough so that economical ticket types may be used.
The flight reservation must be made without delay after possible trip is known in order to use special
rates effectively.
European flights have to be flown in the cheapest suitable Economy class offered. Other classes are
permitted if the price is not higher or due to special circumstances:
Medical reason - documentation of this has to be available in case ESTRO asks for it
The three Presidents of ESTRO may when needed fly in Economy Flexible
For intercontinental flights Premium Economy is allowed, although the most economical option is
recommended. In cases when the airline does not offer Premium Economy the booking may be made
in a booking class allowing upgrade by frequent flyer points or payment by the traveller. Business
class booking is not allowed unless the price does not exceed the price of the Premium Economy or
upgradeable economy ticket. Business class is allowed to the three Presidents.
Intercontinental flight is defined as a single flight leg being equal to or longer than 7 hours (and
between 2 continents). E.g. direct flight from Brussels to Mumbai is considered an intercontinental
flight as the direct flight is longer than 7 hours. However a flight from Brussels to Mumbai with a
change in Istanbul is not considered an intercontinental flight as a single flight leg (BRU-IST or
IST-BOM) is not equal or longer than 7 hours though the overall travel time is longer than 7 hours.
Additionally, intercontinental flights with a single leg being equal or longer than 7 hours with an
overall intercontinental travel time of more than 20 hours allow upgrading to economy plus.
Non compliance will result in non-reimbursement.