Egencia Meetings & Incentive Integration

1. Egencia Meetings& Incentive Integration Spring 2009 Release Preview

2. Spring 2009 Release Preview Empowering travelers and travel managers with better decision-making tools Egencia strives to champion purposeful innovation through the development of superior self-service online tools that: • Are easy to use • Meet and exceed the needs of travelers and travel managers • Create cost-effective and efficient ways to book and manage travel • Help you Get Ahead™

3. New Features Overview Welcome to our release preview focusing on the latest solutions for your travel program, including: • Meetings & Incentives Integration* • Dynamic Messages • New Hotel Design & Enhancements * this presentation

4. Meetings & IncentivesIntegration Available in U.S. and Canada All Technology Tiers

5. Egencia Meetings & Incentives Integration • The first fully integrated online Meetings management offering in the industry • Includes online registration, attendee management, travel booking, reporting, and full service meetings management • Egencia’s integrated technology is backed by our full service team of meeting planners, registration agents, and meetings travel experts By providing both technology and service in a one-stop-shop format, Egencia helps deliver additional savings and simplicity to the process

6. The Value of Meetings & Incentives Integration Spend consolidation Consolidate your program management for meetings and corporate travel into a single tool to help identify savings opportunities Leverage our corporate preferred supplier relationships for meetings travel, for additional savings opportunities Cost savings Drive online adoption for meetings travel to leverage significant savings in transaction costs associated with meetings travel

7. The Value of Meetings & Incentives Integration Visibility and reporting Egencia’s reporting platform provides visibility into meetings spend alongside corporate travel spend Online self-service reporting gives meeting planners a real-time view of meetings spend, allowing planners to make policy and budget adjustments if necessary Meetings reports can be easily consolidated with corporate travel reports for a complete view of travel spend

8. The Value of Meetings & Incentives Integration Simplicity and traveler ease-of-use Integrated traveler experience increases online adoption and creates an efficient process resulting in time savings for the traveler Travelers are able to apply all of their travel preferences from the corporate booking tool for any meetings bookings

9. Integration of the Meetings Tab on Egencia.com

10. Meetings Terminology ‘Meetings Tab’ describes theMeetings section located on the menu bar within the Egencia site Meetings Launch Page – the Meetings tab homepage When you click on the Meetings tab it is the Meetings launch page that is displayed Meeting Homepage – the main page for a specific meeting Every meeting has its own Meeting homepage

11. New! Meetings Tab on Egencia.com The new Meetings tab appears front and center on the top menu bar It appears when the Travel Manager logs into Egencia.com When a Traveler / Arranger logs into Egencia, the new Meetings tab Will be visible if the company has enabled Meetings Will not be visible if the company has not enabled Meetings

12. Meetings Launch Page Views When a Company signs up for the Meetings service, the Meetings launch page will be enabled to display all Meetings functionality • If a company does not sign up for the Meetings service, the Meetings launch page will display marketing content describing Egencia’s Meetings solutions Disabled Enabled

13. Travel Manager View The Meetings launch page contains a Meetings section which displays a list of all (active/inactive) meetings in the company. The green Request Comprehensive Meeting Services button opens a form to request full Meetings Services from Egencia’s Meetings Team. The green Setup New Meeting button takes the Travel Manager through the process to create a self-service meeting on the Egencia site.

14. Creating a MeetingsTravel Manager View

15. Step 1: Select Meeting Option • Select the Setup New Meeting button located in the Create a new meeting section on the Meetings launch page.

16. Step 2 – Enter Meeting Information Enter the Meeting Information into the fields Meeting name Meeting location Meeting venue Meeting dates Click the Create meeting link Note: Meeting dates entered in the Start date and End date fields are not tied into policy settings

17. Step 3 – Setup Meeting Homepage • The Meeting setup section, in the middle of the • page, provides the recommended steps for • setting up a meeting. • Policy & payment • Add attendees • Enable bookings

18. Step 4: Set Meeting Policy & Payment Settings Policy & Payment settings remain consistent: All policies can be set per meeting, per attendee type Payment options mirror the options found on the Egencia corporate travel bookings Trip Controller – Select between two options: Flexible – Any approver that is set up on the corporate travel side can approve travel for a meeting Structured – Only ONE approver can be set up per meeting

19. Step 4: Set Meeting Policy & Payment Settings Traveler Group (Attendee types) The feature supports multiple traveler groups / attendee types per meeting Policy, payment, notification, and TripController are configurable for every attendee type

20. Step 4: Set Meeting Policy & Payment Settings Department Code Apply traveler’s existing department code from the corporate booking tool Or overwrite all bookings with a specific department code

21. Step 5: Add Attendees The Add Attendee module is used to quickly add travelers to this meeting The product supports self booking for currently profiled Egencia travelers as well as guests Guest bookings are supported as they are on the corporate site and guests must be arranged for Future product enhancements will include support for self-booking, and one-time use guest accounts • Travelers are added to the default attendee type, but can be changed: • From the Attendee List click on attendee type link then click on new attendee type from the list

22. Step 6: Enable Bookings for the Meeting • Clicking the enable bookings link, will display the Meetings tab on the Egencia menu bar so Meeting attendees can book travel.

23. Attendee Type Configurations

24. Attendee Type Settings Overview • Egencia Meetings supports multiple attendee types per meeting • Configuration for attendee types include • Policy • Payment • Notification • TripController

25. New Policies - Attendee Type Policies Options Egencia Meetings has added 3 new policy settings for meetings: Maximum airfare Destination airport Arrival / departure restrictions Click on “Policy” to configure attendee type policies

26. New Policy - Maximum Airfare In this policy setting, you are setting the maximum in-policy airfare for the traveler group Anything over this fare amount will be out of policy If a meeting planner wants to prevent bookings for anything that’s out of policy, they would need to turn on Trip Controller

27. New Policy - Destination Airport With this policy setting, you are specifying the allowable destination airport(s) or the meeting • You can set as many airports as you want, or none • For example, if there was a meeting in Hollywood and the meeting planner wanted people to fly into LAX or BUR, but not ONT or SNA, they can just set LAX and BUR as the destination airports. Everything else will be out of policy

28. New Policy - Arrival / Departure Restrictions With this policy setting, you can set arrival and departure restrictions for flights, based on date and time • All of these fields are optional • You can set as many as necessary

29. All traveler group policy settings on the corporate site are supported Click “Show advanced policy settings” Supported policies include Alternative airports Class of service Multiple fares Advance purchase Low fare Reasonable flights Company level policies are applied to meetings bookings These policies include: Preferred airlines Out of policy airlines Policy - Advanced Policy Settings

30. Payment Options Central Bill cards are supported in meetings • Central bill card can be used for all purchases and/or fees • List of central bill cards is pulled from the corporate booking tool

31. Notification Options Purchase Notification • An email notification is sent out for all purchases made in the meeting Out-of-policy notification • Sent out for all out of policy purchases for the meeting Reason code collection • List of reason codes are pulled from the corporate site

32. TripController TripController can be enabled per attendee type with the same level of granularity as on the corporate site • Out of policy • In policy • Based on price controls

33. Meetings Integration Traveler View

34. Publishing a meeting to travelers Once bookings are enabled for a meeting, a traveler has multiple ways to access the meeting • Email attendees directly from the Egencia tool • Send the Meeting Homepage URL to travelers • Viewing the meetings through the Egencia meetings tab

35. Option 1 - Email attendees Opens a new message in your email client to send an email to all invited attendees

36. Option 2 – Send the URL to attendees The URL from your web browser can be copied and sent to any attendee for a direct link to this meeting homepage This URL can also be used in any online web registration tool

37. Option 3 - Meetings Launch (Traveler / Arranger) • Where enabled by company, the Meetings landing page will appear as the following to the traveler. The Meetings launch page contains a Meetings section which displays a list of all active meetings for the traveler. • If the traveler has not been invited to any meetings, but the company has enabled this service, no meetings will display on the landing page • Reminder: If a company has not enabled the Meetings service, the Meetings tab and Meetings launch page will not be visible in the traveler / arranger view

38. Meeting Homepage When a traveler clicks on a specific meeting link ,on the Meetings launch page, they are taken to the selected meeting’s homepage. On the Meeting Homepage, a traveler can see broadcast messages and book travel for the meeting.

39. Meeting Catcher: Keeping Travelers in the Loop • If a traveler searches for a flight or date range that’s associated with a meeting, without clicking on the Meetings tab first, the booking tool will display the following “meeting catcher” prompt to the traveler:

40. Booking Access for Travelers The air booking processes for Meetings is the same process as booking air for corporate travel with the additional reminder of the “meeting catcher” prompt incorporated Because of the nature of Meetings management, travelers only have access to book flights

41. My Trips & Transaction History • When a traveler goes to the My Trips sections on the site, they can see both Meetings and corporate travel bookings.

42. Optional Way to Access the Meeting Homepage As a traveler, you have two ways to access a Meeting Homepage: • Click on the Meetings tab and then the Meeting link or • Through an itinerary associated with a meeting. By clicking on the “Chicago, IL” link, I’ll be taken to the Meeting itinerary page. The Invite Others link will only let you invite other travelers who are invited to the meeting. The itinerary page shows the Meeting context. I can access the Meeting by clicking on “Yvonne’s Test Meeting”.

43. Reporting

44. Meetings Reporting Go to Reporting tab • A new set of five Meetings reports will be listed. • These reports are copies of their corporate travel counterpart. • The only difference is the Meetings report names will start with “meetings” and be located under the Meetings heading. • For example: Meetings air booking detail report Now customers can get a true view of their spend (meetings + corporate) by downloading both reports into Excel and combining them

45. Manifest Report The manifest report is the most important report for a meeting planner All data for a manifest report is available in the active traveler report Travel Managers can easily set up search parameters, download the report into Excel New optional parameters are available for Meetings - including running a report for a single meeting

46. Thank you for reviewing Egencia’s Meetings & Incentives Integration • Other features for Spring 2009 Release • New Hotel Design & Enhancements • Dynamic Messages