Just about anyone can plan a meeting at the office — grab a conference room and get people together. Planning an off-site meeting with clients and others outside of your company? Now that takes work.
Planning the perfect event that brings together your employees, customers and clients takes time and effort. Not only that, you have to figure out how to get everyone to the same place, at the same time. Communication can help mitigate some of the costs, but there is no substitute for the active engagement of your teams and the organization as a whole. Still, you’re probably going to need help.
“The key to conducting any type of business gathering is to ensure you work with a certified meeting planner and travel management company to leverage your savings,” says John Sturm, executive director of sales and marketing for Professional Travel Inc.
Smart Business spoke to Sturm about group and meeting travel management and how to positively impact your corporate bottom line through travel incentives.
What services could a travel management company provide for group planning?
Services range widely based on the client’s needs. There’s the ability to manage, book and coordinate all of the air, hotel and car services. But the real savings comes from working with suppliers and vendors and having the ability to use technology to improve efficiencies.
Your travel management provider should have access not only to local properties but also throughout the world. The ability to leverage their total volume and accessibility to true industry hotel ratings will not only guarantee you the lowest rates but also ensure the property is of the quality you expect. When it comes to negotiating, their expertise and experience with contracts will help mitigate some of the pitfalls that can occur if you’re unfamiliar with the process. They know the depth that hotels will go to win your business and are significantly more likely to secure all the perks.
Also, depending on the need, you should expect your planner to make a site visit for property review and, if needed, he or she can coordinate all aspects of your event, from the food and ballroom decor to activities, transportation and even name badges. This saves you both time and money.
What qualities should you look for in a good certified meeting planner and travel management company?
Both should have good communication skills and prompt response times, and they need to fully understand the needs of your company and execute accordingly. They should have years of expertise, which will bring relationships with vendors and knowledge of negotiation. You’ll also want companies that offer reports for accounting and individual department expense purposes. Finally, look at the type of services provided and if they only work with particular vendors or all of them.
How does technology impact the efficiencies of planning and registration?
Technology is critical to the success of your event. Meeting registration software can reduce what once took considerable time and resources and turn it into a process that takes a matter of minutes. An electronic registration can capture and report attendees’ flights and times, food preferences, room requirements, selected activities, whether they need right- or left-handed golf clubs, and more, all in real time with reports that can be directly accessed. This is literally a savings of dozens, if not hundreds of hours.
What are some consequences businesses might see if they don’t effectively manage their travel?
Significantly higher costs and lack of communication of where travelers are or need to be. You won’t know if the traveler booked the best air, hotel or car rates, or if he or she just booked based on his or her personal preferences. There’s also unnecessary research time by individual travelers, and not knowing where to go for their particular needs.
What are the benefits of effectively planning meetings and travel?
There are five key benefits:
What are the advantages of using travel for incentive rewards?
Rewards typically come in three forms — cash, merchandise and travel. Cash, while nice, is generally used to pay off bills or occasionally put in the bank, but it is quickly forgotten. Merchandise may or may not be valued over a long period of time and may be regifted. Travel provides an experience of a lifetime and is never forgotten. Travel incentives become an opportunity for team building and vision sharing. And if structured properly, the incentive is truly self-funded based on the sales, revenue, or expense reduction goals. It’s a win-win for all.
JOHN STURM is executive director of sales and marketing for Professional Travel Inc. Reach him at [email protected] or (440) 734-8800.
