Introducing Strategic Meetings Management Solutions

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1 Introducing Strategic Meetings Management Solutions Click to begin Where ideas meet results.

2 WELCOME Introduction to SMM Solutions Overview Testimonial LEARN MORE SMM Quick Start Payment Solutions Business Intelligence Policy Development Resource Modeling Stakeholder Engagement Strategic Contract Management Strategy Design Technology Solution Consolidated Hotel Strategies Customized Negotiation Strategies SMM Strategy Workshop 2014 CWT. All rights reserved.

3 SMM DEFINED Enterprise-wide management of meetings (and events) including strategy, operation and data analysis with the goal of creating substantial efficiencies and savings. We believe Strategic Meetings Management (SMM) is not just a set of rules, but rather a new holistic approach to thinking about your meetings. And, we happen to have it down to a science. Working side-by-side with you as partners, we will show you precisely how to not only design but also sustain a successful SMM program. Our solutions packages are designed to help you develop an SMM program from design and implementation through maintenance and optimization. With our help, you will achieve key goals around savings, risk mitigation and meeting effectiveness. We apply our Over the last 10 years, we have achieved over $730 million in savings for our clients. When you engage us to handle your entire SMM program, you can expect an average of 13-20% savings. significant experience in designing successful global programs and teach your team the necessary skills and concepts to drive sustainable success along the way. With CWT Meetings & Events, you can identify and realize the overwhelming opportunity in SMM. Introducing SMM Solutions HOME CONTACT TESTIMONIAL

4 Get more of what you re looking for: Streamlined processes Reduced resource costs More cost visibility Fewer financial and legal risks Introducing SMM Solutions HOME CONTACT TESTIMONIAL

5 We achieved year over year hard dollar savings of 22% with our SMM work... This enabled us to expand the footprint of our program across the globe and realize this level of savings in each of our five regions. Global Procurement Director CWT M&E client HOME CONTACT Introducing SMM Solutions TESTIMONIAL

6 SMM Quick Start: Overview Achieve SMM Phase Three maturity Information, customized tools and vision necessary to advance to future SMM maturity levels 1:1 guidance of an SMM expert consultant Our Quick Start Strategy is an efficient way to achieve clarity, alignment and momentum in your SMM journey. We understand SMM is a moving target and are the only organization in the industry that can help minimize confusion by providing a clear, crisp definition of what Phase Three maturity looks like. Our SMM Solutions experts work with you to develop a framework for defining your path from the current state to the highest maturity level of Strategic Meeting Management including: Identify strategy Data discovery Process review & discovery Customizable, consistent SMM processes, templates and guidelines SMM Quick Start Overview HOME CONTACT IS IT FOR ME? BENEFITS

7 INTENT Determine a need and willingness to formalize an SMM program. DISCOVERY Assess current state across each component. Define objectives, develop plan to put basic elements in place. EMERGENCE Deploy basic elements for each component and begin tracking results. OPERATION Align leadership across business units, broaden scope and detail of control elements, achieve first adoption targets. EXCELLENCE SMM program is fully tied to organization s business objectives. Achieve full adoption targets across the organization, all business unites engaged. Scale the scope of visibility of reporting. MASTERY Program is sustainable, supported by continuous improvement and integrated with business culture. Best practices are employed if not being defined across all components. Achieve stretch goals for adoption and results. SMM Quick Start Overview HOME CONTACT IS IT FOR ME? BENEFITS

8 Is it for me? IF MORE THAN TWO APPLY, THIS SOLUTION IS RIGHT FOR YOU. We are stuck; we ve been trying SMM for a while but it s not getting anywhere I m having trouble aligning the organization around the benefits of SMM I can t get my arms around how to prove the ROI value of SMM I keep reading about SMM and know we need to do something about it It s a lot to tackle; we re not sure where to begin SMM Quick Start Overview HOME CONTACT BENEFITS

9 Benefits CWT M&E s Phases of SMM Maturity: A clear roadmap and process for achieving Phase 3 completion and visibility to next steps in Phase 4 Alignment among key stakeholders Establish operational foundations, policy and guidelines Standardize sourcing, data collection and meeting management Utilize meeting technology tools to Gain better quality data HOME CONTACT SMM Quick Start Overview IS IT FOR ME?

10 Payment Solutions: Overview Create consistent payment process that provides clear direction on how to pay for and acquire meeting related services and products Link planners with tools and resources to achieve business objectives Streamline processes while providing the necessary controls and data to support overarching SMM strategies Our Payment Solutions Strategy often results in a big return of customer satisfaction when we make it easy to process and reconcile meeting related expenses, we ve instantly added value to our stakeholders. The bonus is improved data capture and detail for ongoing use in our program level analytics it s a true SMM win-win scenario. Our SMM Solutions experts work with you to identify current payment processes, gaps to desired state, specific pain points and corporate objectives that can be met or supported by a Payment Solutions Strategy. We develop an overarching strategy to align the payment processes and tools for meetings with your objectives including: Documenting current and potential tools, resources and key controls to drive new process design Alignment with key stakeholders to support new strategies Due diligence into options that support the strategy Development of an Event Payment Guide outlining the prescriptive process for all meeting and event related payments Payment Solutions HOME CONTACT IS IT FOR ME? BENEFITS

11 Is it for me? IF MORE THAN TWO APPLY, THIS SOLUTION IS RIGHT FOR YOU I don t know how meeting related expenses are being paid I would like to increase visibility to spend I am not sure if my process is aligned with internal controls I want a gate to catch non-compliant payments I can t gather detailed data on supplier usage and volume Payment Solutions HOME CONTACT BENEFITS

12 Benefits Standardized processes aligned with internal controls and delivering on key fiscal objectives Increased visibility to spend and improved data capture to support analytics Potential for earned rebates on meeting card activity Detailed data on supplier usage for improved leverage Improved ability to capture and report on the total cost of each meeting HOME CONTACT Payment Solutions IS IT FOR ME?

13 Business Intelligence: Overview Create robust analytics to translate data into actionable stories supporting program compliance, increased adoption and alignment with functional groups Use data to support overall SMM program s value We believe that merely reporting results is passé and that we must move into the arena of utilizing data to drive business intelligence that support our strategies objectives and illustrates the value of Strategic Meetings Management. Our SMM Solutions experts work with you to turbo-charge the impact of your current reporting. We work with our business intelligence team to identify opportunities and apply state of the art analytics to design a customized strategy that will become a key foundation of your long-term SMM sustainability and value proposition including: Evaluating current capabilities of your data capture and systems and provide customized data analytics Developing a gap analysis between current and desired state Delivering a comprehensive business intelligence strategy to achieve desired objectives Developing scorecards that engage key stakeholders into the SMM program performance Designing analytics and customized scorecards across multiple audiences Business Intelligence HOME CONTACT IS IT FOR ME? BENEFITS

14 Is it for me? IF MORE THAN TWO APPLY, THIS SOLUTION IS RIGHT FOR YOU I would like to have a dashboard to articulate the value of my program to key stakeholders at the enterprise level I want to have visibility to non-compliance data to increase adoption I would like to provide actionable data back to stakeholders I value the opportunity to benchmark my program against like programs to identify growth opportunities I want to provide savings and key metrics back to each business unit Business Intelligence HOME CONTACT BENEFITS

15 Benefits Find the story within your data to articulate incremental opportunities for program expansion and policy compliance Support operational processes via quality controls and project aging statuses thus driving resource efficiencies Measure the Return on Investment (ROI) and/or Return on Objective (ROO) at the event and SMM program level Benchmark with like companies and more mature SMM programs Provide the foundation for resource modeling, standard operating procedures and other key SMM strategies HOME CONTACT Business Intelligence IS IT FOR ME?

16 Policy Development: Overview Customized policy incorporating your company s culture, business objectives, risk tolerance, procurement guidelines and resource capabilities into your overall SMM strategy Drive a phased process that won t overwhelm your resources but will drive efficiencies and improve data capture Building a meetings policy shouldn t be a lengthy process. We ve written dozens of policies and can quickly help understand your unique requirements and translate those into a working policy designed for long-term success and high levels of adoption. Our SMM Solutions experts have designed and deployed a myriad of different SMM strategies. We can help you make sense of this daunting project by targeting a customized approach and developing a policy reflective of your specific opportunity by: Reviewing existing policies and benchmarking with best-in-class policies Understanding key controls and compliance processes within your corporate culture Developing an outline that is expanded into a full policy based on your strategic objectives and customer facing processes Developing a high-level process map of the Life of a Meeting to support the socialization of your policy Policy Development HOME CONTACT IS IT FOR ME? BENEFITS

17 Is it for me? IF MORE THAN TWO APPLY, THIS SOLUTION IS RIGHT FOR YOU We have travel policies can I just expand on that policy? I don t have a project champion, but there are processes that are required by other company policies I would like a policy that supports regulatory requirements I want the opportunity to increase the use of preferred suppliers I want to standardized my processes and gain operational efficiencies Policy Development HOME CONTACT BENEFITS

18 Benefits Provide clear direction to the end users of your program with a concise, easy to understand policy Build the foundation of your process to make it easy to follow but challenging to bypass its direction Align the travel for meetings with key transient travel policies and procedures, including safety and security measures Provide a reference document for questions and ongoing compliance management Align your SMM program with key controls around procurement, contracting, payment and planning via policy language HOME CONTACT Policy Development IS IT FOR ME?

19 Resource Modeling: Overview Customized Resource Model that includes both internal and external resources across the end-to-end meeting management process Support your program through expansions and contractions Data to prove that you are maximizing the productivity of your resources Flexible staffing models required to manage to the real-time changes Let s face it resource modeling is mind boggling to tackle, but we re here to help! Let us unlock the key to successfully staffing your Strategic Meetings Management Program and ensuring your resources are well utilized. Our SMM Solutions experts can help you make sense of this daunting project by targeting a customized approach and developing a model reflective of your specific opportunity by delivering: Placement of your SMM program on the Specialization Spectrum Detail behind benchmark capacities for key activities such as sourcing, contracting, planning, etc. and the infusion of formulas to reflect your program model Corporate culture surrounding resource capacities State of maturity of your SMM program and 3 5 year program objectives Resource Modeling HOME CONTACT IS IT FOR ME? BENEFITS

20 Is it for me? IF MORE THAN TWO APPLY, THIS SOLUTION IS RIGHT FOR YOU I want to understand options for SMM program models I am not sure if my resources are being fully utilized I cannot accurately forecast workload to ensure my program can survive through market changes I don t understand the benefit of using internal versus external resources I can t demonstrate a sound methodology for driving incremental efficiencies Resource Modeling HOME CONTACT BENEFITS

21 Benefits Maximize internal and external skills and resources Long-term ability to right size your team in response to market and program changes Clearly identify expertise within your organization and outsource non-core competencies Confidence backed by business intelligence to demonstrate you have the right resources Requisite buy-in to model eases the case for incremental resources when demand expands and contracts due to seasonality and market changes HOME CONTACT Resource Modeling IS IT FOR ME?

22 Stakeholder Engagement: Overview Drive sustainability and long-term success in SMM Garner and maintain internal support to SMM program advancement Mobilizing stakeholders is one of the most critical components of a comprehensive SMM strategy and the number one reason why most SMM attempts stall or completely fail. The success of any strategic enterprise-wide solution is dependent on the support of internal stakeholders. Our SMM Solutions experts have driven stakeholder engagement success across multiple clients supporting the advancement of programs even through market contractions and key leadership changes. We can develop a strategy reflective of your specific needs by: Developing a 3-5 year marketing and communication plan aligned with your corporate and functional objectives Delivering of a detailed stakeholder map and strategy for alignment Providing communications samples that are plug and play for use across your efforts Partnering to deliver program launch workshops, strategy sessions and other live and interactive sessions to drive alignment Stakeholder Engagement HOME CONTACT IS IT FOR ME? BENEFITS

23 Is it for me? IF MORE THAN TWO APPLY, THIS SOLUTION IS RIGHT FOR YOU I ve put the basics in place but my program has achieved only nominal adoption I m just starting and need to lay the foundation for long term success with my SMM program This program is being driven outside of marketing we aren t skilled at the nuances of communication Our company won t strongly enforce a policy how can I drive adoption to my strategy? I ve got the support of several internal stakeholders I don t see the value in external stakeholder alignment Stakeholder Engagement HOME CONTACT BENEFITS

24 Benefits Maximize adoption to your SMM strategies with broad based program support Ensure the SMM strategy becomes a part of the fabric of how your company operates Link stakeholders needs, wants and common objectives to SMM benefits Support shifts in leadership and funding while maintaining program viability HOME CONTACT Stakeholder Engagement IS IT FOR ME?

25 Strategic Contract Management: Overview Prescriptive approach to the management of all meeting and event related agreements Bypass legal for the majority of agreements Minimize repetitive contracting Increase ability to leverage spend Improve Data Quality Reduce Risk Contract negotiation and management can be difficult, but we ve got experience in launching and managing this strategy over many companies. This strategy can be a highly visible win for your program and proof that you are focused on better business principles in strategically managing meetings. We work with you and your legal team to develop a strategy that meets your specific business objectives. Strategic Contract Management HOME CONTACT IS IT FOR ME? BENEFITS

26 Our SMM Solutions experts will develop a strategy reflective of your specific needs by: Placement of your company on the Risk Tolerance Spectrum Mapping and alignment with key stakeholders who have a vested interest in this strategy Development of a suite of contract templates to support your strategy Vetting of the process and templates with legal Process design to ensure processes are in control, auditable, and designed to maximize leverage and minimize risk Strategic Contract Management HOME CONTACT IS IT FOR ME? BENEFITS

27 Is it for me? IF MORE THAN TWO APPLY, THIS SOLUTION IS RIGHT FOR YOU I am adding addendums to supplier contracts to attempt to minimize our risk I m frustrated at negotiating contract for the same preferred suppliers over and over I do not currently provide detail that supports the annual accrual process for contractual commitments made into the future My contracts either bypass legal review or become mired in the lengthy legal review process I am not sure we are maximizing our leverage and minimizing our risk Strategic Contract Management HOME CONTACT BENEFITS

28 Benefits Streamline process for managing all meeting related agreements Obtain broader view of meeting related commitments and supplier usage across the enterprise Alignment with legal and the bypassing of lengthy legal review for time sensitive agreements Alignment with your company s risk mitigation strategies and assurance that your agreements are supporting this work Align your contracting process with key approvals and authorized signatures Minimization of repetitive contracting thus driving efficiencies for both buyer and supplier Strategic Contract Management HOME CONTACT IS IT FOR ME? BENEFITS

29 Strategy Design: Overview Effective and custom-fit SMM strategy aligned with your company s vision and goals Customized strategy to drive the development and deployment of the remaining SMM components Ensure your SMM program is set up for success Unfortunately, there is no SMM checklist and one-size-fits-all strategies are destined for failure. We ve designed and deployed global SMM strategies across many Fortune 500 companies and have the expertise to custom fit a strategy for your company. Ultimately, the SMM strategy is the backbone to your program and provides a strong foundation for ongoing success and value-add to your company. Quite frankly, you need to get this right. We are the partner to help turn this vision into reality. Our SMM Solutions experts can help you successfully deliver this critical component to SMM success. Don t learn the hard way how challenging this can be. We break this daunting task into bite-sized pieces making this project palatable and ensuring your program starts off on the right foot through: Broad-based opportunity analysis including competitive benchmarking supporting strategy design Partnered approach for internal due diligence to establish current state, desired state, and a detailed gap analysis Framework and strategies for each of the SMM components A comprehensive business case to support the internal socialization of your SMM strategy Strategy Design HOME CONTACT IS IT FOR ME? BENEFITS

30 Is it for me? IF MORE THAN TWO APPLY, THIS SOLUTION IS RIGHT FOR YOU I have been tasked with getting my arms around our meetings what does this mean? I don t know if my strategy is aligned with the vision, goals and objectives of my organization We are not able to identify all our meeting related spend I am not sure I can leverage our buying power I would like the ability to track and manage key metrics Strategy Design HOME CONTACT BENEFITS

31 Benefits Directly links overarching corporate goals and objectives to the Strategic Meetings Management program Drives transparency to meeting activity Improves ability to adhere to ever changing regulatory requirements Drives policy creation and detail Provides for operational efficiencies and maximized resource utilization Serves as the foundation for a strategic business case for program deployment HOME CONTACT Strategy Design IS IT FOR ME?

32 Technology Solution: Overview Design and manage technology solution process to meet overall goals and objectives Ensure SMM strategy and policy are supported by selected technology partner and configuration Strategy development to maximize efficiencies and processes through your selected technology partner It is important to understand your SMM process and key objectives before partnering with a technology provider. Many companies make the mistake of prematurely choosing a technology expecting it to create the foundation of their SMM program. While technology is an enabler to automate key processes and house critical data, it does not equal a complete SMM strategy. Without this realization, you may end up lacking meaningful data to prove your ROI rendering your program crippled and without a technology solution. We can help you avoid this worst case scenario. Our SMM Solutions experts have worked with many different technology solutions and can work with you to select the best partner for your business needs. We can begin by understanding your process prior to researching technology solutions or help you maximize your existing partnership through: Technology functionality matrix aligned with your SMM strategy, policy and processes Detailed and phased strategy around initial launch of technology and subsequent program enhancements and expansions Weighted measurement tools to assist in comparing potential suppliers Configuration assistance to ensure your solution is ready to support your program and processes Technology Solution HOME CONTACT IS IT FOR ME? BENEFITS

33 Is it for me? IF MORE THAN TWO APPLY, THIS SOLUTION IS RIGHT FOR YOU I ve put the basics in place but my program has achieved only nominal adoption I m just starting and need to lay the foundation for long term success with my SMM program This program is being driven outside of marketing we aren t skilled at the nuances of communication Our company won t strongly enforce a policy how can I drive adoption to my strategy? I ve got the support of several internal stakeholders I don t see the value in external stakeholder alignment Technology Solution HOME CONTACT BENEFITS

34 Benefits Maximize adoption to your SMM strategies with broad based program support Ensure the SMM strategy becomes a part of the fabric of how your company operates Link stakeholders needs, wants and common objectives to SMM benefits Support shifts in leadership and funding while maintaining program viability HOME CONTACT Technology Solution IS IT FOR ME?

35 Consolidated Hotel Strategies: Overview This Solution consists of the right mix of resources, analytics and technology tools to help you consolidate, optimize and increase savings for your global hotel program. Our SMM Solutions experts have designed and deployed a new, innovative Consolidated Hotel Program strategy to help you successfully manage your global hotel program and drive savings. This cutting-edge concept will drive market consolidation opportunities as spend is leveraged and optimized across business travel and meetings. HOW DOES IT WORK? We take a look at your meetings and business travel spend to identify opportunities based on travel patterns, key markets and emerging markets. A 100% overlap is unrealistic as not all hotels can support both lines of business due to room inventory and meeting space restrictions. We work with your travel buyers to realize these intricacies as well as the importance of creating mutually beneficial partnerships that will strengthen relationships. The Consolidated Hotel Strategy is truly a win-win. Stop stressing about meeting your savings goals! Let our experts help you shape the future of your global hotel program. Consolidated Hotel Strategies HOME CONTACT IS IT FOR ME? BENEFITS

36 Is it for me? IF MORE THAN TWO APPLY, THIS SOLUTION IS RIGHT FOR YOU I am struggling year over year to maintain and drive deeper discounts with hotel suppliers I am having difficulty meeting aggressive savings goals I am struggling to gain detailed data on supplier usage and volume across travel and meetings I am not sure we are maximizing our leverage with suppliers Consolidated Hotel Strategies HOME CONTACT BENEFITS

37 Benefits Risk mitigation Deeper hotel discounts Increase operational efficiencies Greater negotiation leverage Greater compliance to your preferred partners Demonstrate thought leadership regarding meeting placement Further the maturity of your SMM program OR great first-step into SMM space HOME CONTACT Consolidated Hotel Strategies IS IT FOR ME?

38 Customized Negotiation Strategies: Overview Our SMM Solutions experts have designed an innovative strategic negotiations strategy driven by a robust Venue Sourcing Dashboard and Market Summary. This valueadd will help you drive market consolidation opportunities, increase buying power, and ensure your rates are competitive with specific market conditions. Our SMM Sourcing experts utilize the Venue Sourcing Dashboard and Market Summaries to make strategic, informed decisions to drive your meeting consolidation and bargaining power while utilizing real-time data as leverage during hotel negotiations. DASHBOARD DATA Client history with hotel or city YOY hotel comparisons within market Rate comparisons with CWT Benchmark Seasonal fluctuations to set realistic budget expectations Customized Negotiation Strategies HOME CONTACT IS IT FOR ME? BENEFITS

39 Is it for me? IF MORE THAN TWO APPLY, THIS SOLUTION IS RIGHT FOR YOU With global occupancy and inflation are on the rise, I am struggling to drive deeper discounts with hotel suppliers I am having difficulty meeting aggressive savings goals within tier one markets (Think San Fran) I am struggling to understand meeting spend and opportunities to consolidate I am struggling to gain detailed data on supplier usage and volume across travel and meetings. I am not sure we are maximizing our leverage with suppliers Customized Negotiation Strategies HOME CONTACT BENEFITS

40 Benefits Risk mitigation Deeper hotel discounts Increase operational efficiency & productivity Greater negotiation leverage Greater compliance to your preferred partners Demonstrate thought leadership regarding meeting placement HOME CONTACT Customized Negotiation Strategies IS IT FOR ME?

41 SMM Strategy Workshop: Overview So the industry is in a BUZZ around Strategic Meetings Management. It s caught your attention, but where to begin? Step one is finding the right partner to show you precisely, how to not only design it but sustain a successful SMM Program. Our SMM Solutions experts can help you make sense of SMM and set you up on the pathway to success. In the SMM Strategy Workshop we will work with you to identify opportunities that apply specifically to your organization and will ultimately become the foundation of your long-term program strategy and value proposition. What can you expect out of a SMM Workshop with CWT M&E? The varsity team will come ready to talk SMM! Our discovery efforts consist of the following: Pre-Workshop Alignment Let s make the workshop as meaningful as possible Discovery We want to understand where you ve been and where you want to go Hot Topics What are your current program challenges Driving ROI Let s get strategic and narrow the choice of initiative to focus on Results We will leave you with some actionable recommendations and SMM options to either further program s maturity or to begin your journey with SMM Cost = $1500 plus T+E SMM Strategy Workshop HOME CONTACT IS IT FOR ME? BENEFITS

42 Is it for me? IF MORE THAN TWO APPLY, THIS SOLUTION IS RIGHT FOR YOU I ve read industry articles on SMM, but I don t get it I don t know where to start I don t know if this is the right path for me I d like to entertain a proposal for SMM, but I don t know what I should ask for or expect SMM Strategy Workshop HOME CONTACT BENEFITS

43 Benefits Alignment on goals and priorities Is SMM an organizational fit? Pin point strategic initiatives to get a quick ROI Clear understanding of what SMM Support from a 3rd party looks like SMM Proposal that resonates with you and aligns with the needs of the organization HOME CONTACT SMM Strategy Workshop IS IT FOR ME?

44 For more information, please contact: HOME CONTACT Where ideas meet results.

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