cwt meetings
DESCRIPTION
With CWT Meetings, you gain access to meetings professionals, people who have the expertise needed to help you with all your sourcing and logistics needs. Our team of experts can help you avoid common pitfalls of unmanaged meeting programs—things like contract penalties or attrition fees, logistics problems and frustrated attendees. And you choose the level of support you need: we can help with all meetings your company holds or just the ones you want us to, or even just assist with a single step in your process.TRANSCRIPT
UNPARALLELED CONTROL: CWT MEETINGS
Pre-planning and approval
Holistic destination analysis
Transportation and fare analyses
Budget estimation
Secure pre-program approvals
Meeting policy management
Supplier sourcing and contract management
Venue sourcing
RFP process management
Accommodations
Group air and all modes of travel and transfer
Food & beverage selection, negotiation, management
Function space and A/V management
Activities selection and management
Global group air
Group air fulfillment
Block space management
Risk management
Attendee management
Registration lists and communications
Hotel reservations & rooming lists
Ground transfers
Attendee billing
Arrival/departure logistics
Online registration services
On-site operations
On-site staffing
On-site logistics management
On-site communications
Crisis management
Payment and reconciliation
Manage, verify & disburse supplier payments
Use and reconcile meeting payment solutions
Prepare final billing & reconciliation
Performance measurement
Track & report spend and savings
Measure effectiveness of meetings
Measure meeting return on investment
Measure attendee and organizer satisfaction
CWT Meetings services:
CWT Meetings can help you with Sales meetings Client meetings Training sessions Executive or senior management meetings Internal meetings Conferences and conventions And many more
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Control, savings, and success
Improving the control, savings and success of meetings
within your company is no easy task. Ensuring you source
the right properties, limit contract risks and negotiate the best
possible rates can be daunting tasks, let alone managing the
logistics of the meetings themselves or trying to gather the
information to report on your meeting activities. Don’t worry;
CWT Meetings is here to help.
With CWT Meetings, you gain access to meetings
professionals, people who have the expertise needed to help
you with all your sourcing and logistics needs. Our team
of experts can help you avoid common pitfalls of unmanaged
meeting programs—things like contract penalties or attrition
fees, logistics problems and frustrated attendees. And you
choose the level of support you need: we can help with all
meetings your company holds or just the ones you want us
to, or even just assist with a single step in your process.
Taking control of your company’s meetings can help you
save 10-30% in direct costs. You can directly contribute to
your company’s bottom line just by improving your meetings
management. And, with CWT Meetings, you can also improve
meetings processes and ROI.
You can get control, increase savings, and improve the success of your company’s meetings… with CWT Meetings.
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Pre-planning & approval
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Benefits
Our holistic destination analysis provides meeting
sponsors with a realistic picture of what a meeting will
cost and money-saving alternatives with unparalleled
benchmarking tools and historical data.
Our expertise assures compliance to the company’s M&E
policy, industry best practices, and industry-specific data
tracking requirements while your team focuses on the
meeting objectives.
CWT Meetings ensures that you find the most cost-
effective and convenient way to get all your attendees to
the right place at the right time with our comprehensive
transportation analyses.
Success Story
An offshore drilling company used CWT Meetings to analyze
destinations and crew rotations to determine the best
location and timing for critical internal meetings to ensure
the core business of the company was not disrupted, while
saving $115,000 USD through strategic selections.
CWT Meetings has a complete range of pre-planning & approval services you can choose from, beginning with M&E
policy and risk management processes to destination and travel & transfer analysis. We can help you gather information
to gain pre-meeting approvals and manage your meetings policy while ensuring budget estimates are accurate and
up-to-date.
Supplier sourcing and contract management
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Benefits
Our sourcing experts have the experience needed to
manage an RFP process and the negotiation skills and
relationships to source the best possible deal with partners
who can be trusted to deliver.
CWT Meetings uses established industry best practices
for contract terms and conditions while minimizing financial
risks.
Our superior benchmarking capabilities help you
understand what is or is not a good deal as compared to
your peers.
Success Story
A technology company needed help sourcing 22 training
sessions worldwide and avoiding the high cancellation and
attrition fees of previous years. CWT Meetings negotiated
competitive rates and created a more uniform process while
reducing cancellation penalties, and meeting room fees,
resulting in $426,000 USD in savings.
Negotiating with suppliers is a key strength for CWT Meetings. We can not only manage accommodation and transportation
needs, but we can also minimize the risk your organization is exposed to in supplier penalties and fees. CWT Meetings also
has expertise in food & beverage selection and negotiation as well as function space oversight and selection of activities. We
work closely with your chosen suppliers to deliver what you need for each meeting seamlessly, on the best terms, for the
best price.
Attendee management & on-site operations
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Benefits
We provide seamless meeting space management to
avoid confusion and allow attendees more time spent
achieving objectives and minimizing your employees’
administrative time.
CWT Meetings has expertise in on-site cost containment,
using techniques like managing food and beverage
minimums.
CWT provides streamlined online attendee registration,
thus offering our clients efficiency and transparency in
hotel reservations, rooming lists, and transfers.
Success Story
A quickly-developing hurricane scuttled the plans of one
client for three simultaneous internal meetings after
some employees were already en route. CWT Meetings
managed refunds and voids of more than 900 airline tickets,
negotiated zero penalties from hotel suppliers, and sourced
& planned alternative locations that were communicated to
all participants within just a few days.
Managing attendees and on-site needs for a meeting can be time-consuming and stressful for your company’s personnel.
CWT Meetings can handle these tasks with professionalism and poise, allowing your employees to focus on the business of
your company. From registration lists and communications to logistics, billing, and risk management, CWT Meetings has the
expertise and personnel to ensure things run smoothly.
Payment, reconciliation, & performance measurement
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Benefits
CWT Meetings provides industry-leading reporting and
accurate data to help you track spend and increase your
insight into your company’s meetings.
With both subjective and objective measures of each
meeting’s success, you can ensure that your meetings
meet your company’s objectives.
CWT Meetings helps you avoid costly payment mistakes,
manage cash efficiently and spot mistakes in billing while
minimizing administrative costs.
Success Story
Advanced reporting, performance measurement and analysis
provided by CWT Meetings helped a global pharmaceutical
company identify $10 million in previously unknown
meetings spend and boost their net effective savings rate
from 5 to 25 percent on that spend.
When the meeting is done, there’s still work to do. CWT Meetings can help you with post-meeting tasks such as supplier
payments and reconciliation of payment solutions used. We can prepare final billing and reconciliation while reporting
meeting spend and savings accurately and efficiently. CWT Meetings can also help you measure the effectiveness of your
meetings, including ROI and attendee & organizer satisfaction.
Carlson Wagonlit Travel is committed to promoting environmental sustainability. This document was printed on PEFC-certified paper produced from sustainably managed forests. We used no-glue binding for cleaner production.
Copyright © 2009 CWT
CWT Meetings is the perfect complement to your internal meeting planners, providing the resources and expertise you lack when
you need them. We deliver tangible and sustainable value to clients just like you that ensure bottom-line savings and effective
meetings management. And, we do it while giving you unparalleled control and focus on ensuring your company’s business
objectives for meetings are met.
CWT has decades of experience in both travel management and meetings & events as well as the power and supplier relationships
only a worldwide leader in business travel can offer. Our scope is global, and our focus is on our client’s needs. With local presence
and global reach, we deliver meetings expertise right where you need us. Most importantly, CWT Meetings delivers results.
For more information on how CWT Meetings can help you, please contact your CWT program manager or sales person.
www.carlsonwagonlit.com
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