Zhongrun International (HK) Co., Limited Tsim Sha Tsui Travel Desk
Desk Services

Six services on one ledger

Zhongrun International (HK) Co., Limited coordinates business travel for delegations from its desk at Rm 2 LG 1 Mirror Tower, 61 Mody Rd, Tsim Sha Tsui, Hong Kong - 999077, Hong Kong (HK). Each service below can be booked alone or as part of a full coordination file.

The service list

What we take off your hands

Book · Key · Settle
Service Z · Planning

Delegation Itinerary Planning

Every delegation starts as a set of fixed points: the arrival date, the departure date and the appointments that cannot move. Itinerary planning is the work of connecting those points into a day by day schedule that a real group of people can follow without being exhausted. We build the draft before any booking is made, so that the cost and the pace of the programme are visible at the same time.

A working itinerary lists flights with terminal information, transfers with pickup times, venue addresses, host contacts and the name of the person responsible for each segment. Where a delegation has mixed purposes, we create parallel tracks so that a technical subgroup can visit a facility while a commercial subgroup meets a partner, and the two tracks rejoin at a stated time. Version numbers are issued for each revision, and each version carries a short note explaining what moved.

Many organisers arrive at the desk with a schedule that has been built backwards from the return flight without allowance for traffic, security queues or the twenty minutes it takes a group of fifteen to leave a lobby. Our planners work forward from the first landing instead, and they leave a margin at the points where a delay would break the rest of the day.

Service R · Accommodation

Hotel Block Bookings

Group accommodation is a negotiation about certainty. We approach three or four suitable properties with a clear room requirement, a rooming list and a cancellation plan, then compare the offers on more than the headline rate. Breakfast cover, check-in windows, luggage storage on the final morning and the walking distance to the meeting venue all change the real cost of a block.

Once the block is confirmed, we re-cut it when the headcount moves rather than letting the overage drift into walk-up rates. Room types are matched to the sharing arrangements on the list, and accessible rooms are reserved early because they are the first category to disappear. The confirmation we send back to the organiser names the hotel contact, the cut-off date and the charges that would apply after it.

For delegations that split their stay between two cities or two districts, we keep both blocks on one file so that the move between them is visible on the itinerary and on the transfer roster at the same time.

Service I · Documents

Visa Paper Processing

Visa work rewards patience and punishes shortcuts. We assemble the packet that a consulate expects for each nationality on the delegation: invitation letters, accommodation confirmations, sponsor statements, travel insurance certificates and the photographs that meet the local specification. Then we check each page against the checklist that applies on the date of submission.

Every packet is reviewed line by line before it leaves the desk, because a single mismatched date between an invitation letter and a hotel confirmation can cost the delegation an entire intake week. We record the review on the file and we keep a copy of the checklist version that was used.

Where an appointment is required, we prepare the traveller for it with a short briefing note, and we track the outcome. If a consulate requests further documents, we assemble the response quickly and we tell the organiser what the new timeline looks like. We do not guarantee an outcome, because the decision belongs to the authority, but we do everything possible to make the packet complete the first time.

Service N · Ground Movement

Airport Transfer Rosters

An arrival roster is only useful if it is current. We build it from the ticketed flight list, pair each traveller or small group with a vehicle and a driver contact, and publish it as a simple table that the delegation leader can print or forward. When a flight moves, we rebuild the roster and reissue it with a new version number rather than patching it by message.

Arrivals that spread over two days are handled with staggered runs instead of one expensive standby coach. Late night arrivals get a named driver and a confirmation message sent to the traveller phone. Where the whole delegation lands together, we arrange a single collection point with a sign and a coordinator who counts the group before the vehicles leave.

The final roster also covers departures, because the last morning is where groups most often lose time. We allow for the luggage that is collected late, the room that is checked out slowly and the shopping that was left in the lobby, and we set the pickup time with those habits in mind.

Service T · Venues

Meeting Room Hire Abroad

Meeting space should match the shape of the session, not just the seat count. We source boardrooms for small negotiations, theatre layouts for briefings, classroom layouts for training and breakout rooms for parallel tracks. Each option is checked for projection, power, natural light, interpretation booths where they are needed and the walking route from the hotel block.

We visit or verify the room before the hire is confirmed, and we photograph the setup so that the organiser knows exactly what will be on the floor. If catering is required, we coordinate it with the venue and record the dietary requirements from the delegation list without exposing more personal detail than the kitchen needs.

On the day, our coordinator arrives early to check the layout, the signage and the registration table. If a piece of equipment fails, we manage the substitution with the venue rather than asking the delegation leader to negotiate in the corridor.

Service L · Settlement

Per Diem Reconciliation

Per diem is where a well organised delegation can still lose control of its paperwork. We issue the advance against a signed schedule, then reconcile it at the close of the programme by matching receipts to days, to travellers and to the categories that the funder allows.

The output is a clean schedule that a finance team can post without chasing anyone. Unspent balances, currency differences, shared meals and the occasional receipt that belongs to a different traveller are all noted in plain language beside each line. Where an item cannot be supported, we say so rather than forcing it into a category.

Reconciliation is delivered together with the closing schedule of services, so that the organiser has one package to file: what was delivered, what it cost and what remained unspent.

Process

How an engagement runs

  1. Brief and skeleton plan. We take the delegation size, nationalities, purpose and fixed dates, then return a skeleton itinerary and a cost envelope within two working days.
  2. Approval and reference number. Once the plan is confirmed, the file receives a reference number that every hotel, driver and venue will use.
  3. Parallel booking. Hotel blocks, visa packets and transfer drafts move at the same time, so that no work stream waits for another to finish.
  4. Review and issue. The organiser reviews the rooming list and the itinerary version before travel, and we correct anything that does not match the passport data.
  5. On call during travel. The desk stays reachable through the working day and rebuilds any part of the plan that a delay or change disrupts.
  6. Reconciliation and close. Per diem is settled, the final schedule of services is issued and the file is archived under our retention schedule.
Next step

Bring us the file

If you are planning a delegation through Hong Kong or the wider region, send us the size of the group, the nationalities involved, the fixed dates and a short note on the purpose of the visit. We will reply with a skeleton plan and a clear view of the risks that the schedule carries.

Ask the desk for a delegation briefing