february 26, 2009 meeting, conference, & event travel people, process & technology

February 26, 2009

Meeting, Conference, & Event Meeting, Conference, & Event TravelTravel

People, Process & Technology

Prepared for: ABBOTT PPD April 18, 2023 February 26, 2009

AgendaAgenda

• Introductions • Our Experience • Case Studies • People (Dedicated Team & Roles / Staff Plan) • Process (Communication, Work Flow and Budgeting) • Technology (Platform, Registration and Reporting) • Air Discussion • Cost Savings • Q&A

AgendaAgenda


HowHow MADISON MADISON does itdoes it

Each discipline can be leveraged independently to solve

a specific need, or combined to define and execute your

strategic vision.

• Meeting & Event Management • Reward/Recognition & Travel fulfillment• Strategy & Consulting services• Administration, Measurement & Analytics• Communications Services

• Hotel Site selection and negotiation• Group housing and registration services• Special event planning: sports & leisure activities• Airline & group transportation management• On-site program coordination and support• Customized Online Registration & Management tools • Post-event expense reconciliation

For over 3 decades MADISONMADISON has been a leading worldwide provider of meeting and event management services and solutions.

How MADISON does it


MADISON’s ClientsMADISON’s Clients…..…..Global PresenceGlobal Presence

MADISON’s Clients


L’Oreal - L’Oreal - MATRIXMATRIX

• 6,000 Attendees / 3 Days• Buyout ALL MGM Meeting Space• Global Audience• 16 Session Offerings per day• Pre-paid vs. Sponsored• 9 Attendee Types

VIPVIP Matrix StaffMatrix Staff VendorVendor AttendeeAttendee InternationalInternational PresenterPresenter PressPress DSC Business PartnerBusiness Partner

Case Studies


Production ScheduleStaff ScheduleMeal ScheduleSecurity ScheduleFront House ProcessExpense Authorization

Case Studies

L’Oreal - L’Oreal - MATRIXMATRIX


Pfizer – Pfizer – NYC SpreeNYC Spree

• 1,300 Attendees• 4 Days / Multi-Wave Program• Overlapping Itineraries • 2 Properties• 18 Participant Types

Case Studies


Operations & Service Team Operations & Service Team

People

Meeting PlannerMeeting Planner

Quality Control/Ticket Processing

-Reviews integrity of data in the itinerary -Ensures policy compliance and proper documentation in the passenger record

Account Manager/Client Services Director

-Agency & Customer liaison-Provides analytical insight and council on travel data-Supports travel objectives of client -Blocks vendor space, zone fares, etc.

Off-Site Travel Agents

-On-Site back up (fills in when calls are busy/on-site is out of office) -Team Leader provides quarterly training for on-site agent on updated vendor/technology methods

After Hours Travel Agents

-Available 24/7-Globally with local phone numbers-Complete data/notes synch between On-site/Off-site travel agents

Director of Operations

-Customizes Air Confirm-Uploads attendee list into Air Confirm

Dedicated Travel Agent(s)

-Voice/e-mail bookings/live chat -Assists with online booking-Dedicated phone line/customer i.d.-Excellent communication with vendors & team below


Stage 1

Define Objectives

Assign Responsibilities

Create Timeline

Develop Budget

Review Contracts & Pricing

Approval

Process

MADISONMADISON ProcessProcess


Stage 2

Scheduled weekly

meetings

Standard operating

procedures

Timeline updates

BuildRegistration

Site

ReviseTest

Launch Registration



Stage 3

Reports & Updates

Staff ReviewOperations Manual

Final Reconciliation

On-SiteOperations

BASECAMP



MADISON MADISON ProcessProcess

Operational TimelineVisibility with Basecamp Milestones “To do’s” Team Assignments

Quality Control Multi Level Cross Checking

• Checks and Balances with Budgets

Cost SavingsBranded Meal CardWater StationsTeam Efficiency

Process


MADISONMADISON TechnologyTechnology

MAESTRO™ is a proprietary platform that integrates suites of attendee management

tools and selective features of “Best in Class” third party solutions. The platform enables

us to seamlessly facilitate all aspects of attendee registrations to communicate

effectively with both vendors and attendees.

MAESTRO’s suites include:• Registration System• Customized Report Tool• Event Desktop (Activity Sign Ups)• Air Tool (Arrival/Departure Manifests)• Customized Branded Website• Communication System• Survey Tool

Technology

Prepared for: ABBOTT PPD April 18, 2023 February 26, 2009Technology

MADISON provides attendees with 24/7 access to a registration web site designed with best-of-breed interactive tools that is consistent with your organization’s branding.

Attendee Management Solution• Branded Registration Site• Session & Activity Management• Room Block Management• Housing Management• Real Time Cost Capture• Global Capabilities• Communications & Real Time Reports• Real Time – Schedules Reports• Ad Hoc Reporting

MADISON MADISON TechnologyTechnology

Prepared for: ABBOTT PPD April 18, 2023 February 26, 2009Technology

MADISON MADISON ReportingReporting

Real-Time & Scheduled ReportsMADISON can generate summary and detailed reports covering all aspects of the event.

Change ReportsMADISON can quickly identify changes in event registrations, accommodations.

Ad Hoc Reporting MADISON offers an Ad Hoc reporting feature, which allows AVAYA to specify the columns of data you require.


Nashville - WestNashville - West

Air Travel Management

Technology & Reporting - Technology development and integration are the keys to proactive travel management.

Drill-down capabilityDetailed Management ReportsMultiple Formats

Supplier Negotiations - Thirty years of skilled experience in travel management give Madison the benefits required to create favorable vendor discounts.

Client Contract IntegrationBenchmarking ProgramMadison Discount ProgramCharter Services

MADISON MADISON Air TravelAir Travel

Mikha – See last few slides for our “sample” of an air analysis


QQ&&AA


Why Why MADISONMADISON

Approach

Adaptability

Technology

Partnership

Knowledge

Excitement

Customized process, with the ability to target franchises, regions, districts and Customized process, with the ability to target franchises, regions, districts and individual salespeople with a customized messageindividual salespeople with a customized message

Ongoing assessment of sales environment to strategically alter messages and Ongoing assessment of sales environment to strategically alter messages and tie-in to company-wide messagingtie-in to company-wide messaging

State of the Art Website Registration Tools and Reports – Customizable to fit State of the Art Website Registration Tools and Reports – Customizable to fit any needany need

Strategic partner focused on cost savings effortsStrategic partner focused on cost savings efforts

Understanding of the client’s internal culture as well as operational knowledge in Understanding of the client’s internal culture as well as operational knowledge in a multitude of destinations combined with superior meeting strategiesa multitude of destinations combined with superior meeting strategies

Passionate in what we do, with a experience team of individuals to support Passionate in what we do, with a experience team of individuals to support whatever comes our way.whatever comes our way.

Why MADISON


Welcome Sheryl Dacquisto, great to have you check out the status of this program! All information you find on this site is live!

Reports for MMS MID-YEAR TRAINING MEETING

Showing PAX For Program: MMS MID-YEAR TRAINING MEETING

Change Requested (0)

# Change Requested Registration Info Confirmation Status Date Travel Professional

Non Confirmed (0)

# Not Confirmed Registration Info Confirmation Status Date Travel Professional

Confirmed (218)

# Confirmed Registration Info Confirmation Status Date Travel Professional

1Adamson Greg(driving on own)

Registration agent confirmed 6/16/2005 11:58 Barbara Cappellino

2 Allen Leslie Registration 6/17/2005 13:30 Jean Allen-Smith

3 Alston Rhea Registration confirmed 6/16/2005 11:50 Barbara Cappellino

4 Apt Julie Registration 6/17/2005 14:42 Jean Allen-Smith

5 Arro Wanderlin Registration 6/27/2005 08:58 Corrado DeCandia

6 Arvelo Candida Registration 6/17/2005 13:29 Jean Allen-Smith

7Back Jama(driving on own)

Registration agent confirmed 6/27/2005 11:15 Marcela Sancho

8 Baisden Fred Registration 6/21/2005 09:22 Barbara Cappellino


MADISONMADISON – Air Analysis “Images”– Air Analysis “Images”


MADISONMADISON – Air Analysis “images”– Air Analysis “images”

february 26, 2009 meeting, conference, & event travel people, process & technology

Documents

abbott ppdjune

process technology slide

decades madison

event management services

event travel people

experience case studies

participant types case

vendors team