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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 • • • • 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? • • • • • • 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? • • • • • • • • • 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 • • • • • 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 – – – – – 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? • • • • 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 • • • • 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 – – – – 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 • • • • • • • • 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?