UNPARALLELED CONTROL: CWT MEETINGS
CWT Meetings services:
    Pre-planning and approval                                   On-site operations
      Holistic d...
Control, savings, and success
Improving the control, savings and success of meetings              meeting programs—things ...
Pre-planning & approval
    CWT Meetings has a complete range of pre-planning & approval services you can choose from, beg...
Supplier sourcing and contract management
Negotiating with suppliers is a key strength for CWT Meetings. We can not only m...
Attendee management & on-site operations
    Managing attendees and on-site needs for a meeting can be time-consuming and ...
Payment, reconciliation, & performance measurement
When the meeting is done, there’s still work to do. CWT Meetings can he...
CWT Meetings is the perfect complement to your internal meeting planners, providing the resources and expertise you lack w...
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CWT Meetings

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With CWT Meetings, you gain access to meetings professionals, people who have the expertise needed to help you with all your sourcing and logistics needs. Our team of experts can help you avoid common pitfalls of unmanaged meeting programs—things like contract penalties or attrition fees, logistics problems and frustrated attendees. And you choose the level of support you need: we can help with all meetings your company holds or just the ones you want us to, or even just assist with a single step in your process.

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CWT Meetings

  1. 1. UNPARALLELED CONTROL: CWT MEETINGS
  2. 2. CWT Meetings services: Pre-planning and approval On-site operations Holistic destination analysis On-site staffing Transportation and fare analyses On-site logistics management Budget estimation On-site communications Secure pre-program approvals Crisis management Meeting policy management Payment and reconciliation Supplier sourcing and contract management Manage, verify & disburse supplier payments Venue sourcing Use and reconcile meeting payment solutions RFP process management Prepare final billing & reconciliation Accommodations Group air and all modes of travel and transfer Performance measurement Food & beverage selection, negotiation, management Track & report spend and savings Function space and A/V management Measure effectiveness of meetings Activities selection and management Measure meeting return on investment Measure attendee and organizer satisfaction Global group air Group air fulfillment Block space management Risk management CWT Meetings can help you with Attendee management Sales meetings Registration lists and communications Client meetings Hotel reservations & rooming lists Training sessions Ground transfers Executive or senior management meetings Attendee billing Internal meetings Arrival/departure logistics Conferences and conventions Online registration services And many more 2
  3. 3. Control, savings, and success Improving the control, savings and success of meetings meeting programs—things like contract penalties or attrition within your company is no easy task. Ensuring you source fees, logistics problems and frustrated attendees. And you the right properties, limit contract risks and negotiate the best choose the level of support you need: we can help with all possible rates can be daunting tasks, let alone managing the meetings your company holds or just the ones you want us logistics of the meetings themselves or trying to gather the to, or even just assist with a single step in your process. information to report on your meeting activities. Don’t worry; CWT Meetings is here to help. Taking control of your company’s meetings can help you save 10-30% in direct costs. You can directly contribute to With CWT Meetings, you gain access to meetings your company’s bottom line just by improving your meetings professionals, people who have the expertise needed to help management. And, with CWT Meetings, you can also improve you with all your sourcing and logistics needs. Our team meetings processes and ROI. of experts can help you avoid common pitfalls of unmanaged You can get control, increase savings, and improve the success of your company’s meetings… with CWT Meetings. 3
  4. 4. Pre-planning & approval CWT Meetings has a complete range of pre-planning & approval services you can choose from, beginning with M&E policy and risk management processes to destination and travel & transfer analysis. We can help you gather information to gain pre-meeting approvals and manage your meetings policy while ensuring budget estimates are accurate and up-to-date. Benefits Success Story Our holistic destination analysis provides meeting An offshore drilling company used CWT Meetings to analyze sponsors with a realistic picture of what a meeting will destinations and crew rotations to determine the best cost and money-saving alternatives with unparalleled location and timing for critical internal meetings to ensure benchmarking tools and historical data. the core business of the company was not disrupted, while saving $115,000 USD through strategic selections. Our expertise assures compliance to the company’s M&E policy, industry best practices, and industry-specific data tracking requirements while your team focuses on the meeting objectives. CWT Meetings ensures that you find the most cost- effective and convenient way to get all your attendees to the right place at the right time with our comprehensive transportation analyses. 4
  5. 5. Supplier sourcing and contract management Negotiating with suppliers is a key strength for CWT Meetings. We can not only manage accommodation and transportation needs, but we can also minimize the risk your organization is exposed to in supplier penalties and fees. CWT Meetings also has expertise in food & beverage selection and negotiation as well as function space oversight and selection of activities. We work closely with your chosen suppliers to deliver what you need for each meeting seamlessly, on the best terms, for the best price. Benefits Success Story Our sourcing experts have the experience needed to A technology company needed help sourcing 22 training manage an RFP process and the negotiation skills and sessions worldwide and avoiding the high cancellation and relationships to source the best possible deal with partners attrition fees of previous years. CWT Meetings negotiated who can be trusted to deliver. competitive rates and created a more uniform process while reducing cancellation penalties, and meeting room fees, CWT Meetings uses established industry best practices resulting in $426,000 USD in savings. for contract terms and conditions while minimizing financial risks. Our superior benchmarking capabilities help you understand what is or is not a good deal as compared to your peers. 5
  6. 6. Attendee management & on-site operations Managing attendees and on-site needs for a meeting can be time-consuming and stressful for your company’s personnel. CWT Meetings can handle these tasks with professionalism and poise, allowing your employees to focus on the business of your company. From registration lists and communications to logistics, billing, and risk management, CWT Meetings has the expertise and personnel to ensure things run smoothly. Benefits Success Story We provide seamless meeting space management to A quickly-developing hurricane scuttled the plans of one avoid confusion and allow attendees more time spent client for three simultaneous internal meetings after achieving objectives and minimizing your employees’ some employees were already en route. CWT Meetings administrative time. managed refunds and voids of more than 900 airline tickets, negotiated zero penalties from hotel suppliers, and sourced CWT Meetings has expertise in on-site cost containment, & planned alternative locations that were communicated to using techniques like managing food and beverage all participants within just a few days. minimums. CWT provides streamlined online attendee registration, thus offering our clients efficiency and transparency in hotel reservations, rooming lists, and transfers. 6
  7. 7. Payment, reconciliation, & performance measurement When the meeting is done, there’s still work to do. CWT Meetings can help you with post-meeting tasks such as supplier payments and reconciliation of payment solutions used. We can prepare final billing and reconciliation while reporting meeting spend and savings accurately and efficiently. CWT Meetings can also help you measure the effectiveness of your meetings, including ROI and attendee & organizer satisfaction. Benefits Success Story CWT Meetings provides industry-leading reporting and Advanced reporting, performance measurement and analysis accurate data to help you track spend and increase your provided by CWT Meetings helped a global pharmaceutical insight into your company’s meetings. company identify $10 million in previously unknown meetings spend and boost their net effective savings rate With both subjective and objective measures of each from 5 to 25 percent on that spend. meeting’s success, you can ensure that your meetings meet your company’s objectives. CWT Meetings helps you avoid costly payment mistakes, manage cash efficiently and spot mistakes in billing while minimizing administrative costs. 7
  8. 8. CWT Meetings is the perfect complement to your internal meeting planners, providing the resources and expertise you lack when you need them. We deliver tangible and sustainable value to clients just like you that ensure bottom-line savings and effective meetings management. And, we do it while giving you unparalleled control and focus on ensuring your company’s business objectives for meetings are met. CWT has decades of experience in both travel management and meetings & events as well as the power and supplier relationships only a worldwide leader in business travel can offer. Our scope is global, and our focus is on our client’s needs. With local presence and global reach, we deliver meetings expertise right where you need us. Most importantly, CWT Meetings delivers results. For more information on how CWT Meetings can help you, please contact your CWT program manager or sales person. www.carlsonwagonlit.com CWT Head Offices Worldwide Europe, Middle East & Africa, North America Asia Pacific and Latin America 701 Carlson Parkway 3 Harbourfront Place 31 rue du Colonel Pierre Avia Minneapolis, MN 55305-5240 #08-03 Harbourfront Tower 2 75904 Paris cedex 15 United States Singapore 099254 France Tony Wagner Rachael Peedom Hervé Joseph-Antoine +1 763 212 3780 +65 6511 7163 +33 (0)1 41 33 65 00 twagner@carlsonwagonlit.com rpeedom@carlsonwagonlit.com hjoseph-antoine@carlsonwagonlit.com Terry Sloan Cecile Drévillon +1 905 694 2695 +33 1 41 33 64 27 tsloan@carlsonwagonlit.com cdrevillon@carlsonwagonlit.com Carlson Wagonlit Travel is committed to promoting environmental sustainability. This document was printed on PEFC-certified paper produced from sustainably managed forests. We used no-glue binding for cleaner production. Copyright © 2009 CWT

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