Groups and Meetings Management
For the average company, group and meeting travel accounts for 35% of all T&E expenditures. Our analysis shows that implementing a comprehensive group travel management program with MacNair Travel can reduce these costs by 15% to 25% a year. We are uniquely positioned to help reduce your group travel costs through the resources of our group travel team who are recognized for delivering personal, high quality service to organizers and travelers. We provide these services for projects of various sizes and requirements and customize our service to meet your goals and needs. These services include:
| AREA OF PLANNING |
SPECIFIC SERVICES |
| Travel Arrangements |
- Locate lowest available rates including meeting, low cost carrier and web fares.
- Negotiate and manage group and meeting contracts with suppliers.
- Book travel for profiled and non-profiled travelers.
- Manage authorization lists and processes.
- Build online registration website including registration housing and transportation.
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| Registration |
- Provide dedicated telephone line, email and support teams for customer service.
|
| Reporting |
- Arrival and departure lists.
- Detailed rooming lists.
- Staff productivity tickets earned for air and cars.
- Expense reconciliation and customized reports (iBank).
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| Ground Transportation |
- Coordinate all ground transportation needs including airport transfers, point-to-point transfers and even creative modes of transportation.
|
| Housing/ Hotel Arrangements |
- Negotiate special group rates, as well as contract terms and conditions.
- Integrate with housing partners and technology.
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| International Capabilities |
- Extensive list of supplier contacts and contracts.
- Assist with passports and visas.
- Assure compliance of Fly America guidelines.
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| Pre- & Post-Trip Excursions and Cruises |
- Create and design unique excursions and cruises before and after conferences.
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| Site Selection |
- Create effective requests for proposals to ensure the best value.
- Suggest alternative venues based on budget requirements and accessibility.
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MacNair Travel has garnered effective experience and a solid reputation handling group project work for national presidential campaigns, student groups, contractor group movements, and corporate and association groups, inbound and outbound worldwide. Our online meeting management tool Meetingport is powered by GetThere and is integrated with our online travel tool.
MacNair Travel's Meetingport tool can now offer you online meetings management via GetThere's DirectMeetings technology. DirectMeetings is a powerful, one-stop solution for corporate meeting planning that enables you to reduce costs, accurately track and analyze spend, and significantly reduce the time and complexity associated with meeting planning.
Realize Significant Benefits
- Save Money - Immediately save 25% to 50% by analyzing how location affects cost.
- Increase Productivity - Dramatically reduce the time and complexity associated with meeting planning.
- Track Spending - Gather crucial data to analyze meeting related spending, including estimated and actual costs.
- Increase Compliance - Enforce corporate meeting and travel policies.
- Integrate Travel - Invitees can book flights in accordance with your company or meeting travel policy and you can run real time reports on their bookings.
Feel free to undertake these steps in whatever order works best for you and your organization, then sit back and watch the meeting responses flow in and check your invitee reports for the up-to-the-minute results!
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