Egencia Meetings
& Incentive Integration
Spring 2009 Release Preview
| 1
Spring 2009 Release Preview
Empowering travelers and travel managers with better
decision-making tools
Egencia strives to champion purposeful innovation through
the development of superior self-service online tools that:
 Are easy to use
 Meet and exceed the needs of travelers and travel managers
 Create cost-effective and efficient ways to book and manage travel
 Help you Get Ahead™
| 2
New Features Overview
Welcome to our release preview focusing on the latest
solutions for your travel program, including:
 Meetings & Incentives Integration*
 Dynamic Messages
 New Hotel Design & Enhancements
* this presentation
| 3
Meetings & Incentives
Integration
Available in U.S. and Canada
All Technology Tiers
| 4
Egencia Meetings & Incentives Integration
 The first fully integrated online Meetings management
offering in the industry
 Includes online registration, attendee management,
travel booking, reporting, and full service meetings
management
 Egencia’s integrated technology is backed by our full
service team of meeting planners, registration agents,
and meetings travel experts
By providing both technology and service in a one-stop-shop format,
Egencia helps deliver additional savings and simplicity to the process
| 5
The Value of Meetings & Incentives Integration
 Spend consolidation
 Consolidate your program management for meetings
and corporate travel into a single tool to help identify
savings opportunities
 Leverage our corporate preferred supplier relationships
for meetings travel, for additional savings opportunities
 Cost savings
 Drive online adoption for meetings travel to leverage
significant savings in transaction costs associated with
meetings travel
| 6
The Value of Meetings & Incentives Integration
 Visibility and reporting
 Egencia’s reporting platform provides visibility into
meetings spend alongside corporate travel spend
 Online self-service reporting gives meeting planners a
real-time view of meetings spend, allowing planners to
make policy and budget adjustments if necessary
 Meetings reports can be easily consolidated with
corporate travel reports for a complete view of travel
spend
| 7
The Value of Meetings & Incentives Integration
 Simplicity and traveler ease-of-use
 Integrated traveler experience increases online
adoption and creates an efficient process resulting in
time savings for the traveler
 Travelers are able to apply all of their travel preferences
from the corporate booking tool for any meetings
bookings
| 8
Integration of the Meetings
Tab on Egencia.com
| 9
Meetings Terminology
 ‘Meetings Tab’ describes the Meetings section located on
the menu bar within the Egencia site
 Meetings Launch Page – the Meetings tab homepage
 When you click on the Meetings tab it is the Meetings
launch page that is displayed
 Meeting Homepage – the main page for a specific
meeting
 Every meeting has its own Meeting homepage
| 10
New! Meetings Tab on Egencia.com
 The new Meetings tab appears front and center on the
top menu bar
 It appears when the Travel Manager logs into
Egencia.com
 When a Traveler / Arranger logs into Egencia, the new
Meetings tab
 Will be visible if the company has enabled Meetings
 Will not be visible if the company has not enabled Meetings
| 11
Meetings Launch Page Views

When a Company signs up for the
Meetings service, the Meetings launch
page will be enabled to display all
Meetings functionality
Enabled

If a company does not sign up for the
Meetings service, the Meetings launch
page will display marketing content
describing Egencia’s Meetings solutions
Disabled
| 12
Travel Manager View
The Meetings launch page
contains a Meetings
section which displays a
list of all (active/inactive)
meetings in the company.
The green Request
Comprehensive Meeting
Services button opens a
form to request full Meetings
Services from Egencia’s
Meetings Team.
The green Setup New Meeting
button takes the Travel Manager
through the process to create a selfservice meeting on the Egencia site.
| 13
Creating a Meetings
Travel Manager View
| 14
Step 1: Select Meeting Option
 Select the Setup New
Meeting button
located in the Create
a new meeting
section on the
Meetings launch
page.
| 15
Step 2 – Enter Meeting Information
 Enter the Meeting
Information into the fields
 Meeting name
 Meeting location
 Meeting venue
 Meeting dates
 Click the Create meeting
link
Note: Meeting dates entered in
the Start date and End date fields
are not tied into policy settings
| 16
Step 3 – Setup Meeting Homepage
The Meeting setup section, in the middle of the
page, provides the recommended steps for
setting up a meeting.
1.
2.
3.
Policy & payment
Add attendees
Enable bookings
| 17
Step 4: Set Meeting Policy & Payment Settings
 Policy & Payment settings remain
consistent:
 All policies can be set per
meeting, per attendee type
 Payment options mirror the
options found on the Egencia
corporate travel bookings
 Trip Controller – Select between
two options:
 Flexible – Any approver that is set
up on the corporate travel side
can approve travel for a meeting
 Structured – Only ONE approver
can be set up per meeting
| 18
Step 4: Set Meeting Policy & Payment Settings
 Traveler Group (Attendee
types)
 The feature supports
multiple traveler groups /
attendee types per
meeting
 Policy, payment,
notification, and
TripController are
configurable for every
attendee type
| 19
Step 4: Set Meeting Policy & Payment Settings
 Department Code
 Apply traveler’s existing
department code from the
corporate booking tool
 Or overwrite all bookings
with a specific department
code
| 20
Step 5: Add Attendees
The Add Attendee module is used to
quickly add travelers to this meeting
 The product supports self booking
for currently profiled Egencia
travelers as well as guests
 Guest bookings are supported as
they are on the corporate site and
guests must be arranged for
 Future product enhancements will
include support for self-booking, and
one-time use guest accounts
 Travelers are added to the default
attendee type, but can be changed:
 From the Attendee List click on
attendee type link then click on
new attendee type from the list
| 21
Step 6: Enable Bookings for the Meeting

Clicking the enable bookings link, will display the Meetings tab on the
Egencia menu bar so Meeting attendees can book travel.
| 22
Attendee Type Configurations
| 23
Attendee Type Settings Overview
 Egencia Meetings supports multiple attendee types per
meeting
 Configuration for attendee types include
 Notification
 Policy
 TripController
 Payment
| 24
New Policies - Attendee Type Policies Options
Click on “Policy” to
configure attendee type
policies
Egencia Meetings has
added 3 new policy
settings for meetings:
1.Maximum airfare
2.Destination airport
3.Arrival / departure
restrictions
| 25
New Policy - Maximum Airfare
In this policy setting, you are setting the maximum in-policy
airfare for the traveler group
 Anything over this fare amount will be out of policy
 If a meeting planner wants to prevent bookings for anything that’s out
of policy, they would need to turn on Trip Controller
| 26
New Policy - Destination Airport
With this policy setting, you are specifying the allowable destination
airport(s) or the meeting


You can set as many airports as you want, or none
For example, if there was a meeting in Hollywood and the meeting planner
wanted people to fly into LAX or BUR, but not ONT or SNA, they can just set
LAX and BUR as the destination airports. Everything else will be out of policy
| 27
New Policy - Arrival / Departure Restrictions
With this policy setting, you can set arrival and departure
restrictions for flights, based on date and time
 All of these fields are optional
 You can set as many as necessary
| 28
Policy - Advanced Policy Settings





All traveler group policy settings on the
corporate site are supported
Click “Show advanced policy settings”
Supported policies include
 Alternative airports
 Class of service
 Multiple fares
 Advance purchase
 Low fare
 Reasonable flights
Company level policies are applied to
meetings bookings
These policies include:
 Preferred airlines
 Out of policy airlines
| 29
Payment Options
Central Bill cards are
supported in meetings
 Central bill card can be
used for all purchases
and/or fees
 List of central bill cards is
pulled from the corporate
booking tool
| 30
Notification Options
Purchase Notification
 An email notification is sent
out for all purchases made
in the meeting
Out-of-policy notification
 Sent out for all out of policy
purchases for the meeting
Reason code collection
 List of reason codes are
pulled from the corporate
site
| 31
TripController
TripController can be
enabled per attendee type
with the same level of
granularity as on the
corporate site
 Out of policy
 In policy
 Based on price controls
| 32
Meetings Integration
Traveler View
| 33
Publishing a meeting to travelers
Once bookings are enabled for a meeting, a traveler has
multiple ways to access the meeting
 Email attendees directly from the Egencia tool
 Send the Meeting Homepage URL to travelers
 Viewing the meetings through the Egencia meetings tab
| 34
Option 1 - Email attendees
Opens a new
message in your
email client to send
an email to all
invited attendees
| 35
Option 2 – Send the URL to attendees
The URL from your
web browser can
be copied and sent
to any attendee for
a direct link to this
meeting homepage
This URL can also
be used in any
online web
registration tool
| 36
Option 3 - Meetings Launch (Traveler / Arranger)

Where enabled by company, the Meetings landing page will appear as the
following to the traveler.
The Meetings launch page
contains a Meetings section
which displays a list of all
active meetings for the
traveler.


If the traveler has not been invited to any meetings, but the company has enabled this
service, no meetings will display on the landing page
Reminder: If a company has not enabled the Meetings service, the Meetings tab and
Meetings launch page will not be visible in the traveler / arranger view
| 37
Meeting Homepage
 When a traveler clicks on a specific meeting link ,on the Meetings
launch page, they are taken to the selected meeting’s homepage.
 On the Meeting Homepage, a traveler can see broadcast messages
and book travel for the meeting.
| 38
Meeting Catcher: Keeping Travelers in the Loop

If a traveler searches for a flight or date range that’s associated with a
meeting, without clicking on the Meetings tab first, the booking tool will
display the following “meeting catcher” prompt to the traveler:
| 39
Booking Access for Travelers
 The air booking processes for Meetings is the same
process as booking air for corporate travel with the
additional reminder of the “meeting catcher” prompt
incorporated
 Because of the nature of Meetings management, travelers
only have access to book flights
| 40
My Trips & Transaction History

When a traveler goes to the My Trips sections on the site, they can see both
Meetings and corporate travel bookings.
| 41
Optional Way to Access the Meeting Homepage
As a traveler, you have two ways to access a Meeting Homepage:
1. Click on the Meetings tab and then the Meeting link or
2. Through an itinerary associated with a meeting.
By clicking on the “Chicago, IL” link,
I’ll be taken to the Meeting itinerary
page.
The Invite Others link will
only let you invite other
travelers who are invited
to the meeting.
The itinerary page shows the Meeting
context. I can access the Meeting by
clicking on “Yvonne’s Test Meeting”.
| 42
Reporting
| 43
Meetings Reporting
Go to Reporting tab
 A new set of five Meetings reports will be listed.
 These reports are copies of their corporate travel counterpart.
 The only difference is the Meetings report names will start with “meetings” and
be located under the Meetings heading.
 For example: Meetings air booking detail report
Now customers can get a true view of their spend (meetings + corporate) by
downloading both reports into Excel and combining them
| 44
Manifest Report




The manifest report is the
most important report for a
meeting planner
All data for a manifest
report is available in the
active traveler report
Travel Managers can
easily set up search
parameters, download the
report into Excel
New optional parameters
are available for Meetings
- including running a report
for a single meeting
| 45
Thank you for reviewing Egencia’s
Meetings & Incentives Integration
Other features for Spring 2009 Release
 New Hotel Design & Enhancements
 Dynamic Messages
| 46