Successful Meetings - September 2008 - (Page 33) Planner’s > Pre-Event Workshop is pre-loaded with preferred supplier rates and their travel policy. The best part is that it is one-stop shopping, eliminating travel anarchy at every stage of the process while providing reporting. Consider the options and include direction on usage in your policy. Research by the Professional Convention Management Association recently revealed that the share of total electronic (Internet or travel agent) reservations made was 77 percent compared to voice at 23 percent. Clearly the growth of the web-based technology is the future of reducing your costs while enhancing service and improving efficiencies. Secondly, there is no better way to secure value in meeting travel than to develop a complete and comprehensive RFP. Believe it or not, many still do not use such a process or may use a less than effective one. Determine your best practices and include them in your policy. The RFP should describe the purpose, history, rooms to space ratio, food and beverage, flexibility on dates, outlet usage, and all requirements of the meeting. This document should define every component of the meeting from which the hotel can expect revenue. Specify to whom a planner should send the RFP (preferred brands and contacts, third party negotiators, etc.) and how far in advance. Use your RFP as a selling tool to encourage suppliers to compete for your business and offer you and your travelers the best value. Lastly, procedures on how to request that your organization host an event, your authorization process, who should plan or supervise it, and post event requirements, should all be identified. Consider the following questions: Have we accurately defined how we want meetings managed from request to authorization to planning to payment? Are we aware of and have we considered travel and meeting management technologies? Have we considered the SUCCESSFUL MEETINGS SEPTEMBER 2008 “This is the fifth get-well card, this week, from your substitute meeting planner.” requirements of all departments (planners, legal, HR, finance, etc.) in developing our operating procedures for meetings and travel? PAYMENT Develop a plan to manage how you budget for events, review and authorize contracts, develop payment systems, and track expenses. CARTOON: DAVE CARPENTER http://hamptonclub.com http://hamptonclub.com
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