annual conference & tradeshow
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2012 Annual Conference & TradeshowCelebrating 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 & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace
Presentation Overview
• Define needs• Create RFP• Choose TMC• Launch program
2012 Annual Conference & TradeshowCelebrating 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 & TradeshowCelebrating 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 & TradeshowCelebrating 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 & TradeshowCelebrating 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 & TradeshowCelebrating 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 & TradeshowCelebrating 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 & TradeshowCelebrating 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 & TradeshowCelebrating 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 & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace
Bid Process, continued
• Site Visits• Review RFPs• Award Contract
2012 Annual Conference & TradeshowCelebrating 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 & TradeshowCelebrating 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 & TradeshowCelebrating 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 & TradeshowCelebrating 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 & TradeshowCelebrating 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 & TradeshowCelebrating 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 & TradeshowCelebrating 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 & TradeshowCelebrating 26 years of service to the Collegiate Travel Marketplace
Questions and Comments?
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