1. Celebrating 26 years of service to the Collegiate Travel Marketplace
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

2. Presentation Overview
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Presentation Overview
Define needs
Create RFP
Choose TMC
Launch program 2

3. Celebrating 26 years of service to the Collegiate Travel Marketplace
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 3

4. Celebrating 26 years of service to the Collegiate Travel Marketplace
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 4

5. Creating a Travel Board
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 5

6. Celebrating 26 years of service to the Collegiate Travel Marketplace
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? 6

7. Celebrating 26 years of service to the Collegiate Travel Marketplace
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 7

8. Celebrating 26 years of service to the Collegiate Travel Marketplace
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 8

9. Celebrating 26 years of service to the Collegiate Travel Marketplace
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 9

10. RFP Guidelines and Timeline
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 10

11. Celebrating 26 years of service to the Collegiate Travel Marketplace
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Bid Process, continued
Site Visits
Review RFPs
Award Contract 11

12. Celebrating 26 years of service to the Collegiate Travel Marketplace
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? 12

13. Celebrating 26 years of service to the Collegiate Travel Marketplace
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? 13

14. Celebrating 26 years of service to the Collegiate Travel Marketplace
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?) 14

15. Celebrating 26 years of service to the Collegiate Travel Marketplace
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 15

16. Celebrating 26 years of service to the Collegiate Travel Marketplace
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 16

17. Celebrating 26 years of service to the Collegiate Travel Marketplace
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 17

18. Celebrating 26 years of service to the Collegiate Travel Marketplace
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 18

19. Questions and Comments?
Annual Conference & Tradeshow
Celebrating 26 years of service to the Collegiate Travel Marketplace
Questions and Comments?