Annual Conference & Tradeshow

1. Annual Conference & Tradeshow • Celebrating 26 years of service to the Collegiate Travel Marketplace Creating a Travel Program Presented by Debbie Rizzo, Director, Contract Compliance & Administration, Drexel University

2. Annual Conference & Tradeshow • Celebrating 26 years of service to the Collegiate Travel Marketplace Presentation Overview • Define needs • Create RFP • Choose TMC • Launch program

3. Annual Conference & Tradeshow • Celebrating 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

4. Annual Conference & Tradeshow • Celebrating 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

5. Annual Conference & Tradeshow • Celebrating 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

6. Annual Conference & Tradeshow • Celebrating 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?

7. Annual Conference & Tradeshow • Celebrating 26 years of service to the Collegiate Travel Marketplace Bid Process • Develop an RFP • Find TMCs • Site Visits • Review RFPs • Award Contract

8. Annual Conference & Tradeshow • Celebrating 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

9. Annual Conference & Tradeshow • Celebrating 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

10. Annual Conference & Tradeshow • Celebrating 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

11. Annual Conference & Tradeshow • Celebrating 26 years of service to the Collegiate Travel Marketplace Bid Process, continued • Site Visits • Review RFPs • Award Contract

12. Annual Conference & Tradeshow • Celebrating 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?

13. Annual Conference & Tradeshow • Celebrating 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?

14. Annual Conference & Tradeshow • Celebrating 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?)

15. Annual Conference & Tradeshow • Celebrating 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

16. Annual Conference & Tradeshow • Celebrating 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

17. Annual Conference & Tradeshow • Celebrating 26 years of service to the Collegiate Travel Marketplace Program Launch • Account manager is instrumental • Accessible to field questions • Resolve concerns • Ongoing training

18. Annual Conference & Tradeshow • Celebrating 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

19. Questions and Comments? • Annual Conference & Tradeshow • Celebrating 26 years of service to the Collegiate Travel Marketplace