M E E T I N G November 17 th, A world of seamlessly integrated products, services and service.
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1 M E E T I N G Citi Commercial Meeting Solutions Cards November 17 th, 2010 A world of seamlessly integrated products, services and service.
2 Table of Contents I. Meetings & Events 3 A. Industry Overview: Meetings Management 1. Why Manage Meetings? 4 2. How Much Can I Save on Meetings? 5 B. Citi s SPARE (SM) Methodology 6 C. Benefits from a Meeting Payment Program 7 II. Meetings Best Practices 8 A. Understanding Your Organization 9 B. Identifying Meetings & Events Spend 10 C. Meeting Card Set-Up 11 III. Citi Meetings Solutions 12 IV. A. Citi Meetings Solutions Overview 13 B. Citi Meeting Card 14 C. Citi Declining Balance 15 D. Citi Virtual Card Accounts (VCA) 16 E. Reporting & Data Analytics 17 F. Meeting Software Integration: Aracneo Metron 18 Next Steps 19
3 M E E T I N G Citi Meeting Card MEETINGS & EVENTS
4 Why Manage Meetings? Annual global Corporate Meeting & Event spend is estimated at a $650Bn* The Meeting & Event (M&E) industry is quickly rebounding with growth estimates at 3-4% for stable economies and up to 18% for emerging economies. Although the largest expense continues to be transportation and lodging, equipment costs continue to grow as remote meetings become more prominent.* 2010 Estimated M&E Spend by Region ($USD Bn)* 2010 M&E Spend by Category Globally 40% is not captured on T&E programs *Meetings and Events: Where Savings Meet Success, CWT,
5 How Much Can You Save on Meetings? An average company spends up to 1.5% of their revenues annually on M&E An average company spends up to 1.5% of their revenues annually on M&E for Pharmaceutical, IT, banking and finance, and consulting industries, up to 4%.* A company can reduce this cost by 10-25%*, however, by implementing Meeting Management Best Practices, inclusive of a strategic payment process. Annual Savings on M&E Spend by Value Category** (Savings Potential Based on M&E Program Maturity: ) *Meetings and Events: Where Savings Meet Success, CWT, Study also states an alternative calculation for a company s Meetings & Events spend is 35-60% of a companies revenues. **StarCite Meetings Management Software Provider 5
6 How Can Citi Help You Manage M&E Spend? Citi s SPARE (SM) is an effective M&E management tool The purpose, size, and effort required to plan a meeting can vary drastically. Which is why it is essential to provide your employees with the necessary tools, resources, and processes for them to effectively and efficiently manage this vast spend category. Citi SPARE (SM) Methodology Meetings Management Best Practice Life Cycle Select Program Elements: Purpose Content Audience Budget Venue Suppliers Select Pay Accrued Expenses: 1 Card per Meeting 1 Card per Planner Pay Analyze Analyze Opportunities for Improvement: Reconciliation Preferred Suppliers Budget ROI Report Report Results / Findings: Performance Need Improvements Educate Ensure ALL employees are trained on M&E Policy 6
7 What Can a Meeting Payment Solution Provide? A meeting and event payment tool offers process and cost savings A robust Commercial Card program is essential when creating a best-practice Meeting Management solution. The control, convenience, and content-rich data provided by a card program helps organizations realize clear process efficiencies and savings. Select Pay Analyze Report Improve supplier negotiations Eliminate budget overages Access global, consolidated data Assess budget appropriations Perfect preferred supplier selections Eliminate credit checks Simplify program management Reduce fraud risk Adjust to program changes in real-time Streamline payment processes Analyze meeting data separate from travel data Streamline reconciliation Integrate data into back-end technology Recognize cost saves Determine ROI Verify true cost by destination Create comprehensive Meeting & Event policy, inclusive of payment policy Educate Educate employees and suppliers on policy and procedures Monitor adherence to policy and take action 7
8 M E E T I N G Citi Meeting Card MEETINGS BEST PRACTICES
9 Understanding Your Organization: How You Manage M&E Although Centralized Meeting Planning is Best Practice, benefits can be gained with any type of Meeting & Event (M&E) management structure Decentralized No Meetings Group No full-time Meeting Planners M&E planned by budget holders No policy exists for M&E Next Steps: Combination Meetings Group exists, but only for large HQ meetings Meeting Planners support Meetings Group Small meetings are planned by budget holders Basic M&E may exist (often a modified T&E policy) Next Steps: Centralized Meetings Group is shared service across organization Meeting Planners support Meetings Group & internal departments Small meetings are planned by policy managed through the Meetings Group Specific M&E policy exists and is communicated Next Steps: Meeting Card for each department Basic M&E policies / procedures Reports on meeting spend Designate Meetings Group Guidelines for Meeting Group Meeting spend pockets identified M&E policies / procedures devised Software Integration leveraged Company-wide use of Meeting Cards large & small meetings Preferred suppliers established Meeting Management Software All employees educated on M&E policies / procedures 9
10 Identifying Meetings & Events Spend: Know Where to Look How much are you spending on Meetings & Events (M&E)? Most companies recognize spend placed on a Meeting Card or processed through a meeting software management tool as designated M&E spend, but that often only accounts for a fraction of true M&E spend. Transactions >$10,000 > $3,000 on Lodging > $3,000 on Restaurants >$500 on Florists >$10,000 on Event Venues Bulk gift, travel, and entertainment purchases > 10 rooms reserved on same day at same lodging establishment > 10 reservations / people for same date to same location Blocks of tickets reserved Bulk gift orders Typical M&E merchants spend Catering Venue bookings / deposits Event agencies Entertainment / destination management companies Production / AV companies Speaker bureaus / fees Association / trade show fees Furniture, linen, tableware rentals Training supplies 10
11 Meeting Card Set-Up: Who Receives a Card Best practice is one card per Meeting / Meeting Planner, but organizational configuration, agreed permissions, and desired controls determine structure New Programs: Getting Started Optimizing Programs: Improved Control & Visibility Step 1: Card Per Department M E E T I N G Allows all meeting spend to be easily captured across organization. This is a basiclevel solution. 1 Account Per Meeting vsn. 1 Billing Account 1 Account Per Meeting vsn. 2 Billing Account M E E T I N G M E E T I N G M E E T I N G M E E T I N G Step 2: Card Per Meeting M E E T I N G Eases reconciliation by managing event spend at meeting level. This is a bestpractice solution. Meeting Planner A Meeting Planner B Meeting Planner C 1 Account Per Meeting vsn. 3 Billing Account Lodging F&B Transportation 1 Account Per Meeting Planner Billing Account Step 3: Card(s) Per Planner Links budget and payment responsibility directly to planner. Best for planner to have one card per meeting he / she is overseeing to reduce re-allocation of expenses on backend. This is an alternate best-practice 11 solution. M E E T I N G M E E T I N G Department Budget Holder Lodging F&B M E E T I N G M E E T I N G M E E T I N G Meeting A Meeting B Meeting C
12 M E E T I N G Citi Meeting Card CITI MEETING SOLUTION
13 Citi s Meeting Card Solution Overview A spectrum of solutions to meet your varying needs Citi Meeting Card Citi Virtual Card Account (VCA) Citi Declining Balance Meeting Card M E E T I N G M E E T I N G Citi Reporting & Dashboards Data Linked to Meeting Management Software 13
14 Citi s Meeting Card Solution Meeting Card The Citi Meeting Card helps with payment, reconciliation, and budget adherence 14 Note: Variations may exist by country. *Payment due date can differ by country within region. Average or range is shown above for each region.
15 Citi s Meeting Card Solution Declining Balance In addition to all the traditional Card benefits, budgetary controls are provided When to Use Board Meetings Conferences & Conventions Disaster Recovery Efforts Educational Grants Government Grants Holiday Party Incentives & Recognition Per Diems Product Launches Recruiting & Relocation Rewards & Recognition Sales Meetings Short-Term Projects Team Meetings Tradeshows Trainings How Budgetary Control is Maximized Program Administrator (PA): Cardholder: Makes authorized purchase on Card amount is reduced from overall Card limit PA sets Meeting Card with Declining Balance features: Maximum spend allowed on Card Merchant spend categories and limits Transaction level spend limits The PA can ensure the card s period of use through card suspension and cancellation features*. Additionally, card limit updates can easily be handled via CitiManager ** if the meeting or project budget is increased. Uses Card at nonauthorized merchant Card is declined Uses Card to make purchase over available remaining balance Card is declined *In North America, card validity period can be automatically at set-up. **In some markets, limit changes via CitiManager will not be available until In those markets, changes can easily be made by contacting customer service. Uses Card after valid period of use has passed Card is declined 15
16 Citi s Meeting Card Solution Virtual Card Accounts (VCA) The ideal solution when speed, security, and transactional controls are paramount When to Use How Security & Flexibility is Maximized Distressed / Stranded Travelers Emergency Situations Internal Catalogs / Marketplaces Meetings & Events (Large) Marketplaces One time Vendor Payments, P.O. & Post-Invoice Payments Your Need: Your Customization: Your Benefits: A cardless solution to pay for meetings where: All payments will be centrally booked by one or more planners Security is a key priority Ability to update limits / usage period instantly if budget / timing change The central account issuer creates unique Virtual Card Numbers (VCNs) for each meeting or meeting expense via an easy to use web tool: Set VCN controls / authorizations in accordance with event requirements Separate meeting expense VCNs can be rolled up by meeting ID Authorizations, controls, and key information links to Account at issuance for maximum performance and ease of use Property Management Payments Relocation Resellers Third Party Agencies Trainings Travel Bookings (centralized / on-line travel aggregators) REAL-TIME Receive real time, plasticless Virtual Card Numbers (VCNs) for immediate use: 16-digit account number Client defined expiration date 3-digit security code SECURITY Reduction in fraud risk as true account number is never visible to merchant CONTROL Prevention of over-budget, misuse, and noncompliance by setting controls on: Spend limits Purchase categories allowed Available spend period EASE Simplified reconciliation and budget control due to account links with: Employee assigned to account Meeting ID PO Number 16
17 Citi s Meeting Card Solution Reporting and Data Analytics Robust reporting is critical for success for creating a cost-effective program Citi s card management and reporting capabilities provide program level metrics, trends, and showcase anomalies for higher spend visibility and control. Vendor Spend Summary Dashboard Provide visibility into total merchant spend via combined Travel and non-travel data Review top 10 merchants across key meeting spend categories to assess spend patterns: Airlines Hotels (includes corporate housing) Car Rental (includes town cars) Restaurant (includes catering) All Other (non-travel related spend) Core Purchasing Card Dashboard Monitor compliance and improve vendor negotiations by reviewing spend of top 20 merchant categories Merchant Business Category Dashboard Gain insight into total company spend, shown across 20 predefined Citi merchant categories, including: Airlines Auto/Vehicle Rentals Automobile Services & Supplies Education Services Equipment & Furniture Lodging Restaurant Transportation 17
18 Citi s Meeting Card Solution Meeting Software Integration Integrating Citi Card data into Arcaneo s Metron creates a best-in-class solution Metron helps organizations and 3rd party providers effectively plan, execute and measure meetings. The end-to-end web-based tool integrates with Citi Meeting Card data to provide robust reporting for enhanced analysis and improved decision making. Available in 90 countries around the world Used by 60+ organizations across industries KEY COMPONENTS OF THE METRON SOLUTION Meeting Requests Profiles Supplier Management Budgeting Approvals Workflow Communications Contract Management Card Issuance Facilities Management Registrations/Surveys Supplier Research Reconciliation Calendaring Travel & Housing RFP Management Allocation Reporting Reporting Reporting Reporting 18
19 M E E T I N G Citi Meeting Card NEXT STEPS
20 Building Your Meetings & Events Program 5 simple steps lead to a best practice Strategic Meetings Management Program Step 1 Step 2 Step 3 Step 4 Determine what type of Meetings & Events structure exists within your company Find out if your company has a meeting policy in place Understand how your company pays for Meetings & Events spend Learn if your company uses 3 rd party planners or internal dedicated professionals to help plan / execute company held Meetings & Events Step 5 Contact your Citi Account Manager or Citi s Global Meeting Card product owner, Julie Lubell (julie.k.lubell@citi.com), to learn how Citi can help optimize your organization s Meeting & Event program. We can help you create a best-in-class meeting and event policy, card program, reconciliation process, and report template so you can increase spend visibility, program efficiency, and overall savings. 20
21 Thank you.
22 IRS Circular 230 Disclosure: Citigroup Inc. and its affiliates do not provide tax or legal advice. Any discussion of tax matters in these materials (i) is not intended or written to be used, and cannot be used or relied upon, by you for the purpose of avoiding any tax penalties and (ii) may have been written in connection with the "promotion or marketing" of any transaction contemplated hereby ("Transaction"). Accordingly, you should seek advice based on your particular circumstances from an independent tax advisor. Any terms set forth herein are intended for discussion purposes only and are subject to the final terms as set forth in separate definitive written agreements. This presentation is not a commitment to lend, syndicate a financing, underwrite or purchase securities, or commit capital nor does it obligate us to enter into such a commitment. Nor are we acting in any other capacity as a fiduciary to you. By accepting this presentation, subject to applicable law or regulation, you agree to keep confidential the existence of and proposed terms for any Transaction. Prior to entering into any Transaction, you should determine, without reliance upon us or our affiliates, the economic risks and merits (and independently determine that you are able to assume these risks) as well as the legal, tax and accounting characterizations and consequences of any such Transaction. In this regard, by accepting this presentation, you acknowledge that (a) we are not in the business of providing (and you are not relying on us for) legal, tax or accounting advice, (b) there may be legal, tax or accounting risks associated with any Transaction, (c) you should receive (and rely on) separate and qualified legal, tax and accounting advice and (d) you should apprise senior management in your organization as to such legal, tax and accounting advice (and any risks associated with any Transaction) and our disclaimer as to these matters. By acceptance of these materials, you and we hereby agree that from the commencement of discussions with respect to any Transaction, and notwithstanding any other provision in this presentation, we hereby confirm that no participant in any Transaction shall be limited from disclosing the U.S. tax treatment or U.S. tax structure of such Transaction. We are required to obtain, verify and record certain information that identifies each entity that enters into a formal business relationship with us. We will ask for your complete name, street address, and taxpayer ID number. We may also request corporate formation documents, or other forms of identification, to verify information provided. Any prices or levels contained herein are preliminary and indicative only and do not represent bids or offers. These indications are provided solely for your information and consideration, are subject to change at any time without notice and are not intended as a solicitation with respect to the purchase or sale of any instrument. The information contained in this presentation may include results of analyses from a quantitative model which represent potential future events that may or may not be realized, and is not a complete analysis of every material fact representing any product. Any estimates included herein constitute our judgment as of the date hereof and are subject to change without any notice. We and/or our affiliates may make a market in these instruments for our customers and for our own account. Accordingly, we may have a position in any such instrument at any time. Although this material may contain publicly available information about Citi corporate bond research, fixed income strategy or economic and market analysis, Citi policy (i) prohibits employees from offering, directly or indirectly, a favorable or negative research opinion or offering to change an opinion as consideration or inducement for the receipt of business or for compensation and (ii) prohibits analysts from being compensated for specific recommendations or views contained in research reports. So as to reduce the potential for conflicts of interest, as well as to reduce any appearance of conflicts of interest, Citi has enacted policies and procedures designed to limit communications between its investment banking and research personnel to specifically prescribed circumstances Citibank, N.A. All rights reserved. Citi and Citi and Arc Design, CitiDirect and CitiManager are trademarks and service marks of Citigroup Inc. or its affiliates and are used and registered throughout the world. In January 2007, Citi released a Climate Change Position Statement, the first US financial institution to do so. As a sustainability leader in the financial sector, Citi has taken concrete steps to address this important issue of climate change by: (a) targeting $50 billion over 10 years to address global climate change: includes significant increases in investment and financing of alternative energy, clean technology, and other carbon emission reduction activities; (b) committing to reduce GHG emissions of all Citi owned and leased properties around the world by 10% by 2011; (c) purchasing more than 52,000 MWh of green (carbon neutral) power for our operations in 2006; (d) creating Sustainable Development Investments (SDI) that makes private equity investments in renewable energy and clean technologies; (e) providing lending and investing services to clients for renewable energy development and projects; (f) producing equity research related to climate issues that helps to inform investors on risks and opportunities associated with the issue; and (g) engaging with a broad range of stakeholders on the issue of climate change to help advance understanding and solutions. Citi works with its clients in greenhouse gas intensive industries to evaluate emerging risks from climate change and, where appropriate, to mitigate those risks.
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