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2012 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
2012 Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Presentation Overview
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Define needs
Create RFP
Choose TMC
Launch program
2012 Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Why a Managed Program?
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Leverage travel spend
Single point of contact
Benchmarking
Reporting
Program management
Travel expertise
2012 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
2012 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
2012 Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Understand Needs
• What services are required?
– Full Service Travel Management Company?
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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 & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Bid Process
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Develop an RFP
Find TMCs
Site Visits
Review RFPs
Award Contract
2012 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
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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 & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
How Do I Find TMCs?
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Recommendations
Solicitations
Online search
Pre-screen
– Initial meeting prior to sending out bid
– General presentation
– Get a feel for qualifications/synergies
2012 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
2012 Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Bid Process, continued
• Site Visits
• Review RFPs
• Award Contract
2012 Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Site Visits
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Representatives from the Travel Board
Gain buy in
Meet the agent team
Helps make decision easier
– Corporate culture
• Timing?
2012 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
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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 & 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?)
2012 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
2012 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
2012 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
2012 Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Benefits from TMC
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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 & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Questions and Comments?