annual conference & tradeshow

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

Creating a Travel Program

Presented by Debbie Rizzo, Director, Contract Compliance & Administration, Drexel University

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

Presentation Overview

• Define needs• Create RFP• Choose TMC• Launch program

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

Why a Managed Program?

• Leverage travel spend• Single point of contact• Benchmarking• Reporting• Program management• Travel expertise

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

Getting Started

• Senior Management buy in• Create a Travel Board• Decide what department will have ultimate

responsibility for the travel program• Understand your existing contracts– If you have a TMC, is there an “out clause” in the

current contract• Review/Update the travel policy

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

Creating a Travel Board

• Who is it?– “Road Warriors”– Travel arrangers– Admins to VPs– Departments with a lot of spend– All aspects of the college/university

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

Understand Needs• What services are required?– Full Service Travel Management Company?

• Agent assisted transactions• Online booking tool• International expertise• Group travel team• Negotiations• Reporting• Benchmarking• Safety and security• Hours of operation

• What do you hope to achieve?

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

Bid Process

• Develop an RFP• Find TMCs• Site Visits• Review RFPs• Award Contract

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

Develop an RFP

• University travel is unique• Look to see what other similar-sized programs have

done – Universities will share information• Define Program Goals– Include a history of the University– Details about the departments and types of travel– Information on current spend, city pairs, contracts– Solicit options for the best way to set up the program– Include a timeline

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

How Do I Find TMCs?

• Recommendations• Solicitations• Online search• Pre-screen– Initial meeting prior to sending out bid– General presentation– Get a feel for qualifications/synergies

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

RFP Guidelines and Timeline

• Ensure all TMCs reply in correct format– Makes it easy to compare answers

• All TMCs must stick to the timeline!– In general, provide 3 weeks for response– No extensions or late responses

• Bid included 60 questions

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

Bid Process, continued

• Site Visits• Review RFPs• Award Contract

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

Site Visits

• Representatives from the Travel Board• Gain buy in• Meet the agent team• Helps make decision easier– Corporate culture

• Timing?

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

RFP Review

• Responses were consolidated and presented to the Travel Board

• Analyze what was presented– Pricing– General responses– Capabilities – Online booking tool

• Did any additional questions come out of the process?– Provide to TMC for clarification

• Is an additional presentation necessary?

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

Contract Review

• Renegotiate!• Team must be satisfied• Define contract term (2 years? 3 years? 5 years?)

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

Implementation• Written timeline– Make sure it is tailored to the needs of

Colleges/Universities• Marketing/Communications Plan– Electronic publications– Memos to Deans, Department Heads & Directors– Post cards– Website updates

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

Training

• How will it be done?– Face to face? Webinars?– Groups? One-on-one?

• Timing?– Close to the implementation date– Keeps it fresh in their minds– Various times of day

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

Program Launch

• Account manager is instrumental– Accessible to field questions– Resolve concerns– Ongoing training

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

Benefits from TMC• One stop shopping• Safety• Robust reporting• Technical support for the booking tool• Agents trained on your account• Ongoing consultation• Cost savings• Surveys

2012 Annual Conference & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace

Questions and Comments?