Organizing a Business Trip for Visiting Colleagues
CEFR: A2
Read/Listen first
Abe is organizing a trip for five colleagues and their companions from Russia. They will stay four days in his city. He has already worked with the same travel agent several times, so planning has become easier. Last year, the trip was stressful and many details went wrong. First, he chose a comfortable hotel with good accommodation and useful amenities, like wireless internet, a fitness center, and a small spa. The hotel also offers a laundry service and a shuttle from the airport. Abe has checked the flight details and has already confirmed the seat numbers. Some visitors would like to sit near the window, while others are going to choose an aisle seat so they can stretch their legs. In the afternoons, Abe is going to book visits to local attractions and organise dinners in local restaurants. When they arrive, he will welcome everyone with a short meeting in the hotel lounge.⚡ Learning goals
- Can understand a short text about organizing a business trip for visitors.
- Can identify hotel facilities, amenities, and services in simple descriptions.
- Can talk about flight details and seat preferences using common expressions.
✨ Key language
- put together a trip “We need to put together a trip for our colleagues.”
- book comfortable accommodation “They want to book comfortable accommodation near the office.”
- would like to sit by the window “My companion would like to sit by the window.”
⚙️ Rules & Grammar — 4 Structures
1️⃣ Past simple for a previous trip
Rule: Use past simple to describe a finished trip or event in the past.Examples: Last year, the trip was stressful for everyone.; Many details went wrong on the first visit.; He chose a different hotel for that trip.
Common pitfall + fix: Learners often mix present and past forms in the same sentence. — Keep all verbs in the past when the time is clearly in the past..
Which sentence correctly uses the past simple?
Tip: Use was / were for the verb be in the past simple.
Fill with the best answer: Yesterday the flight ____ three hours late.
Tip: For he/she/it, use was in the past simple.
2️⃣ Present perfect for recent results
Rule: Use present perfect to show a recent action with a result now.Examples: Abe has already worked with this travel agent.; He has checked the flight details.; They have confirmed all the seat numbers.
Common pitfall + fix: Students sometimes use present simple instead of have/has + past participle. — Add have or has before the main verb to form the present perfect..
Which sentence is in the present perfect?
Tip: Present perfect uses have/has + past participle.
Fill with the best answer: They ____ already booked the accommodation.
Tip: Use have with they, we, and I in the present perfect.
3️⃣ Be going to for future plans
Rule: Use be going to to talk about future plans and intentions.Examples: They are going to stay four days in the city.; Abe is going to book visits to local attractions.; Some visitors are going to choose an aisle seat.
Common pitfall + fix: Learners sometimes forget the verb be before going to. — Always include am / is / are before going to..
Choose the correct be going to sentence.
Tip: Use am/is/are + going to + base verb for plans.
Fill with the best answer: The colleagues ____ going to use the airport shuttle.
Tip: With plural nouns, use are going to for future plans.
4️⃣ Would like to for polite preferences
Rule: Use would like to to express what someone wants in a polite way.Examples: Some visitors would like to sit near the window.; I would like to book full board for the group.; They would like to stay in a quiet hotel.
Common pitfall + fix: Students sometimes use want to in formal situations. — In emails or with clients, prefer would like to for politeness..
Which question is polite and correct?
Tip: Use would like to for polite offers and preferences.
Fill with the best answer: My companion ______ to use the hotel spa this evening.
Tip: Use would like to when the person is choosing something politely.
✍️ Vocabulary
accommodation
Meaning: a place where you stay and sleep during a tripSynonyms: lodging, place to stay
Chunk/Idiom: comfortable accommodation
Example: The company booked comfortable accommodation near the conference center.
Morphology: noun; countable; plural: accommodations
Self-practice: Describe the best accommodation you stayed in on a business trip.
amenities
Meaning: extra services or things that make a hotel more pleasantSynonyms: comforts, conveniences
Chunk/Idiom: hotel amenities
Example: This hotel amenities include a spa, gym, and free snacks.
Morphology: noun; usually plural; related adjective: amenity-rich
Self-practice: List three amenities you would like in a business hotel.
shuttle
Meaning: a bus or van that regularly moves people between two placesSynonyms: transfer bus, minibus
Chunk/Idiom: airport shuttle
Example: The airport shuttle leaves every thirty minutes from the hotel door.
Morphology: noun; countable; also used as a verb: to shuttle
Self-practice: Write one sentence about using a shuttle on your next trip.
flight
Meaning: a journey in an airplane from one place to anotherSynonyms: air trip, plane journey
Chunk/Idiom: international flight
Example: Our international flight arrives in New York early in the morning.
Morphology: noun; countable; collocates with direct, long-haul
Self-practice: Say which time of day you prefer for a long flight.
laundry service
Meaning: a paid service that washes and dries your clothesSynonyms: washing service, cleaning service
Chunk/Idiom: hotel laundry service
Example: I used the hotel laundry service to clean my shirts.
Morphology: noun phrase; uncountable; takes singular verb
Self-practice: Explain when you really need a laundry service during travel.
companion
Meaning: a person who travels or spends time with youSynonyms: partner, fellow traveler
Chunk/Idiom: travel companion
Example: Each manager can bring one travel companion on the trip.
Morphology: noun; countable; plural: companions
Self-practice: Describe the ideal companion for a long business trip.
☁️ Examples (+ audio)
The hotel offers great amenities and a shuttle from the airport.
Our Russian colleagues would like a quiet room with good internet.
Abe has already confirmed the flight numbers and seat choices.
Tomorrow we are going to visit local attractions near the hotel.
✏️ Exercises
Grammar
Choose the sentence in the present perfect.
Tip: Use have/has + past participle for recent results.
Which sentence shows a future plan?
Tip: Be going to is common for plans decided before speaking.
Fill with the best answer:
Last year, many details ____ wrong on the trip.Tip: Use went as the past form of go.
Fill with the best answer:
The visitors ______ to sit near the window.Tip: Would like is a polite way to say want.
Vocabulary & Comprehension
Which word means extra services that make a hotel more pleasant?
Tip: Think about the small extras that add comfort in a hotel.
In the text, which service takes visitors from the airport to the hotel?
Tip: Look for the word that describes a bus between two places.
Fill with the best answer:
Abe chose comfortable __________ close to the workshops.Tip: Use the word for a place where guests sleep.
Fill with the best answer:
He has already confirmed the __________ number for each visitor.Tip: This word describes the trip made by an airplane.
✅ Guided practice
Mini-dialogue:
A: Hi, welcome to the hotel. How was your flight?B: It was long, but the shuttle from the airport was very comfortable.
A: Great. This afternoon we are going to visit some local attractions.
B: That sounds perfect. I would like to see the old town.
Why this matters:
Planning a clear trip program helps visitors feel relaxed and focused. It also shows professional hospitality and respect for their time.Verb & Adjective Pack:
organise — We organise activities for our visitors every afternoon.confirm — Please confirm the flight numbers before tomorrow.
comfortable — The rooms are comfortable and quiet for business guests.
stressful — Last year was stressful because many details went wrong.
polite — Use polite language when you speak to the travel agent.
Try & compare:
Fill with the best answer: Abe is __________ visits to local attractions.
Tip: Use be going to for future plans already decided.
Self-correction: Fix the sentence: He already check the flight details.
Tip: Remember have/has + past participle for the present perfect.
Practice aloud: Listen, repeat, then type the sentence.
We would like to stay in a quiet hotel with good amenities.
Tip: Notice the word order in would like to for polite preferences.