Intro to Travel Management By: LaRai Wichelmann & Jane Bankester

How did I get here anyway? Many companies delegate travel tasks without quantifying the position. How to evaluate if a managed program is needed?

Now that I’m here, what do I do? Internal interviews with key stakeholders Survey travelers/travel arrangers Interview the agency if one is being used Review reports (TMC & corp card) Research & network w/ PSBTA resources and members GBTA resources

Basic Travel Management Needs Travel policy Establish booking method (OBT/TMC) Credit card/form of payment Reporting (negotiating & tracking) Negotiating= vendor discount agreements (cost savings) Tracking= traveler safety/duty of care Management= travel spend and budget analysis Knowledge of and/or access to resources to support travelers and the destinations they are going

2012 Travel Policy Trends Study conducted by GBTA & Egencia A few key focus areas of the study 1. What “control” over travel policy means to travel managers 2. What travel managers are doing to adapt to new and evolving environments 3. How travel policy differs by company annual travel spend

Policy Control Majority of North American travel managers say it means driving savings and controlling costs. It also means setting policies and procedures and driving compliance.

Adapting to your Environment Booking sites Review sites Smart phones Social Media Demographics A blessing and a curse

Does Size Matter? More policy control with higher spend Less policy control with lower spend “More control [over airline policies]. That seems to be an area where my travelers are willing to accept our preferred vendors. We’ve also taken the time to make sure that we negotiate with the airlines most of them use!” -North America, Mid Spend “More control [over airline policies]. That seems to be an area where my travelers are willing to accept our preferred vendors. We’ve also taken the time to make sure that we negotiate with the airlines most of them use!” -North America, Mid Spend “Easier in the sense that people can do their own research instead of contacting me, harder because people book direct with vendors. One idea I’ve thought about is if I can’t mandate then at least maybe we can make people register all business trips with TripIt so we will at least have their information recorded in case of an emergency.” -North America, Low Spend “Easier in the sense that people can do their own research instead of contacting me, harder because people book direct with vendors. One idea I’ve thought about is if I can’t mandate then at least maybe we can make people register all business trips with TripIt so we will at least have their information recorded in case of an emergency.” -North America, Low Spend

Policy Restrictions by Spend Percent of Travel Managers Saying Yes to Restrictions to Policies by Travel Spend Low: < $ 10M Mid: $ 10M to < $50M High: $ 50M+ Requiring use of preferred suppliers69%82%78% Requiring online booking56%61%72% Requiring advance purchase71%64%65% Requiring pre approval of trips72%54%51% Requiring use of conference calls or video conferences in lieu of travel39%36%48% Limiting the number of travelers attending the same event35%29%44%

Thank you & Good Luck