Efficient Venue Booking Process & Benefits

1. Venue Booking Process & BenefitsCalder Travel Management Crown Commercial Service – 15.01.2019

2. Introduction • Joanne Riordan – General Manager and Contract Manager/Lead

3. What we’ll be discussing • Who we are • Our travel agreements through CCS • Benefits of using our services • Booking process • Housekeeping: • Please keep yourself on mute (if not already) to avoid background noise for everyone • There will be time for questions at the end of the presentation Please type your questions - it will help to manage & ensure we have record of all the questions asked. It will also help as we may need to pick up with you offline if your question is specific to you. Please type your name and your organisation to help us.

4. About Calder's • Established in 1989 by our Current owner • Proven History in our field • Worked with Government Departments for over 15 years • Customer Focused and People Centred • Unbiased buying - ensuring we always recommend what's right for the Customer • An SME that’s large enough to make a difference, yet still small enough to truly care….

5. About Calder's • Proud to be re awarded the RM6016 Contract as sole supplier to Central Government and the Wider Public Sector for Venue finding, associated services and group accommodation. • Proven success in service delivery and cost savings from our previous contracts; • RM1555 • RM3735 • Our customer focused service was certified by our receipt of the final prestigious public sector “Engage Award”, which highlighted our positive and successful achievements working with 3rd Sector venues.

6. RM 6016 • Across Central Government Departments and the Wider Public Sector; lot 5 is the provision of; • Meetings, • Conferences, • Events, • and Supporting Services • Group Accommodation +9

7. Just some of the benefits of using Calder's • Our service to you is Free. • The process is simple, using either; Bespoke email, on-line portal, telephone or through DigITS. • Access to over 35,000 venues on our system. • Consolidated buying power achieving the most cost effective options in the market place. • Proposals will include the x3 most cost effective venues that totally fit your brief, allowing you to benchmark choice and cost. • We utilise a vast portfolio of Third Sector Venues -44% of all business was placed and operated into Third Sector last financial year.

8. 99% of all the venues we use now agree Government Terms and Conditions which are more favourable to you. • Calder's ensure your invoices are reconciled correctly and paid to the venue on time. Current time to pay across Central Government is 23.2 days • Preferred payment/accounting principals and consolidation of invoices can be adopted. • You have the facilities to manipulate your own MI data. • Yearly commission rebate – you will receive 20% commission share.

9. Enquiry/ Booking Process The Consultant will require your booking principles, ie Staff number Cost center Telephone number and email to contact you direct and forward your proposals/confirmations Enquiries can be made either by email, electronic portal, phone or through DigITS. Our Service Centre is open: Monday-Friday 0800-1800 For emergency support we provide a free out of hour’s service; If you call Calder you will be answered by an operator who will transfer you to your dedicated Conference Team Consultant. You will be asked to choose one of the following reasons for the event; External Customer Event Internal Government Event Internal Department Event Internal Training Supplier Meeting This information is captured for central government reporting purposes. we will contact you within 4 hours to let you know who will be dealing with your enquiry, clarify/ ask you further questions to ensure our understanding of your requirements. The Conference consultant will then commence the venue search; • Free Government Space • Third Sector Venues • SME/ Commercial Venues Once we have sourced the best options to suit your requirements we will send you a formal proposal of x 3 venues for consideration within 48 hrs. Unless another response time has been agreed. • Calder will then confirm the same day or if advised after 5pm it will be confirmed the next working day. The Booker will then review the options and advise the dedicated Consultant of their selected choice. Calder will require the correct payment principle i.e.; cost center/ PO etc. at this stage. Once the booking is confirmed the Booker can then either liaise direct with the venue or maintain contact through Calder’s. Once confirmed, the Confirmation will be sent to the Booker and the Venue. Any amendments or cancellations that incur a monetary change should be made directly with Calder’s which will be actioned either the same day or the following day. A week prior to the event a phone call is made to the Venue to re confirm all details. Any Post event feedback can be given to the Consultant by means of an arranged call. There is a clear escalation process within Calder's should you have any concerns with the service

10. Chief Operating officer James Turner General Manager Joanne Riordan Customer Relationship Category Manager Paul Ewing Louise Coop Holly Richardson Suzanne Meaden Business Support Manager- Customer Hannah Baxter Deputy Customer Relationship Manager Zane Zubecka Bianca Pullicino Rachel Williamson Senior Administration Support Harry Stansfield Tess Pinsonneau Customer Relationship Lead Jo Hornby Lucy Quarmby Danielle Wills Becca Hunter Jake Garner Business Support Executive Dianne Caesar Administration Support Abigail Douglas Billy Turner Jonathan Sutcliffe MICE Customer Relationship Consultant x37

25. Thank you from Calder'sThe company that is large enough to make a difference, yet small enough to sincerely care… Any Questions?