Meeting, Conference, & Event
Travel
People, Process & Technology
February 26, 2009
Agenda
• Introductions
• Our Experience
• Case Studies
• People (Dedicated Team & Roles / Staff Plan)
• Process (Communication, Work Flow and Budgeting)
• Technology (Platform, Registration and Reporting)
• Air Discussion
• Cost Savings
• Q&A
Agenda
Prepared for: ABBOTT PPD February 26,
March
2009
18, 2016
How MADISON does it
For over 3 decades MADISON has been a
leading worldwide provider of meeting and event
services and solutions.
management
Each discipline can be leveraged independently to solve
a specific need, or combined to define and execute your
strategic vision.
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Meeting & Event Management
Reward/Recognition & Travel fulfillment
Strategy & Consulting services
Administration, Measurement & Analytics
Communications Services
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Hotel Site selection and negotiation
Group housing and registration services
Special event planning: sports & leisure activities
Airline & group transportation management
On-site program coordination and support
Customized Online Registration & Management tools
Post-event expense reconciliation
How MADISON does it
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2009
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MADISON’s Clients…..Global Presence
MADISON’s Clients
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L’Oreal - MATRIX
• 6,000 Attendees / 3 Days
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Buyout ALL MGM Meeting Space
Global Audience
16 Session Offerings per day
Pre-paid vs. Sponsored
9 Attendee Types
VIP
Matrix Staff
Vendor
Attendee
International
Presenter
Press
DSC
Business Partner
Case Studies
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2009
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L’Oreal - MATRIX
Production Schedule
Staff Schedule
Meal Schedule
Security Schedule
Front House Process
Expense Authorization
Case Studies
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2009
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Pfizer – NYC Spree
• 1,300 Attendees
• 4 Days / Multi-Wave Program
• Overlapping Itineraries
• 2 Properties
• 18 Participant Types
Case Studies
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2009
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Dedicated Travel Agent(s)
Director of Operations
-Customizes Air Confirm
-Uploads attendee list into Air
Confirm
Quality Control/Ticket
Processing
-Reviews integrity of data in the
itinerary
-Ensures policy compliance and
proper documentation in the
passenger record
Meeting Planner
Account Manager/Client Services
Director
-Agency & Customer liaison
-Provides analytical insight and
council on travel data
-Supports travel objectives of client
-Blocks vendor space, zone fares, etc.
Operations & Service Team
People
-Voice/e-mail bookings/live chat
-Assists with online booking
-Dedicated phone line/customer
i.d.
-Excellent communication with
vendors & team below
Off-Site Travel Agents
-On-Site back up (fills in when
calls are busy/on-site is out of
office)
-Team Leader provides quarterly
training for on-site agent on
updated vendor/technology
methods
After Hours Travel Agents
-Available 24/7
-Globally with local phone numbers
-Complete data/notes synch
between On-site/Off-site travel
agents
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2009
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Stage 1
Define
Objectives
MADISON Process
Assign
Responsibilities
Approval
Review
Contracts
& Pricing
Process
Create
Timeline
Develop
Budget
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2009
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Stage 2
Scheduled
weekly
meetings
Standard
operating
procedures
Timeline
updates
MADISON Process
Launch
Registration
Test
Revise
Build
Registration
Site
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2009
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Stage 3
Reports &
Updates
MADISON Process
Operations
Manual
Staff Review
BASECAMP
Final
Reconciliation
On-Site
Operations
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2009
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MADISON Process
Operational Timeline
Visibility with Basecamp
 Milestones
 “To do’s”
 Team Assignments
Quality Control
 Multi Level Cross Checking
• Checks and Balances with
Budgets
Cost Savings
Branded Meal Card
Water Stations
Team Efficiency
Process
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2009
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MADISON Technology
MAESTRO™ is a proprietary platform that integrates suites of attendee management
tools and selective features of “Best in Class” third party solutions. The platform enables
us to seamlessly facilitate all aspects of attendee registrations to communicate
effectively with both vendors and attendees.
MAESTRO’s suites include:
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Registration System
Customized Report Tool
Event Desktop (Activity Sign Ups)
Air Tool (Arrival/Departure Manifests)
Customized Branded Website
Communication System
Survey Tool
Technology
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2009
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MADISON Technology
MADISON provides attendees with 24/7 access to
a registration web site designed with best-of-breed
interactive tools that is consistent with your
organization’s branding.
Attendee Management Solution
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Branded Registration Site
Session & Activity Management
Room Block Management
Housing Management
Real Time Cost Capture
Global Capabilities
Communications & Real Time Reports
Real Time – Schedules Reports
Ad Hoc Reporting
Technology
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2009
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MADISON Reporting
Real-Time & Scheduled Reports
MADISON can generate summary and detailed
reports covering all aspects of the event.
Change Reports
MADISON can quickly identify changes in event
registrations, accommodations.
Ad Hoc Reporting
MADISON offers an Ad Hoc reporting feature,
which allows AVAYA to specify the columns of
data you require.
Technology
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2009
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MADISON Air Travel
Technology & Reporting - Technology
development and integration are the keys to
proactive travel management.
Drill-down capability
Detailed Management Reports
Multiple Formats
Supplier Negotiations - Thirty years of skilled
experience in travel management give Madison the
benefits required to create favorable vendor
discounts.
Client Contract Integration
Benchmarking Program
Madison Discount Program
Charter Services
Nashville - West
Mikha – See last few slides for our “sample” of an air analysis
Air Travel Management
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2009
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Q&A
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2009
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Why MADISON
Approach
Customized process, with the ability to target franchises, regions, districts and
individual salespeople with a customized message
Adaptability
Ongoing assessment of sales environment to strategically alter messages and
tie-in to company-wide messaging
Technology
State of the Art Website Registration Tools and Reports – Customizable to fit
any need
Partnership
Knowledge
Excitement
Why MADISON
Strategic partner focused on cost savings efforts
Understanding of the client’s internal culture as well as operational knowledge in
a multitude of destinations combined with superior meeting strategies
Passionate in what we do, with a experience team of individuals to support
whatever comes our way.
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2009
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Welcome Sheryl Dacquisto, great to have you check out the status of this program! All information you find on
this site is live!
Reports for MMS MID-YEAR TRAINING MEETING
Showing PAX For Program: MMS MID-YEAR TRAINING MEETING
Change Requested (0)
#
Change Requested
Registration Info
Confirmation Status
Date
Travel Professional
Registration Info
Confirmation Status
Date
Travel Professional
Registration Info
Confirmation Status
Date
agent confirmed
6/16/2005 11:58
Barbara Cappellino
6/17/2005 13:30
Jean Allen-Smith
6/16/2005 11:50
Barbara Cappellino
Non Confirmed (0)
#
Not Confirmed
Confirmed (218)
#
Confirmed
1
Adamson Greg(driving
on own)
Registration
2
Allen Leslie
Registration
3
Alston Rhea
Registration
4
Apt Julie
Registration
6/17/2005 14:42
Jean Allen-Smith
5
Arro Wanderlin
Registration
6/27/2005 08:58
Corrado DeCandia
6
Arvelo Candida
Registration
6/17/2005 13:29
Jean Allen-Smith
7
Back Jama(driving on
own)
Registration
6/27/2005 11:15
Marcela Sancho
8
Baisden Fred
Registration
6/21/2005 09:22
Barbara Cappellino
confirmed
agent confirmed
Travel Professional
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March
2009
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Prepared for: ABBOTT PPD February 26,
March
2009
18, 2016
MADISON – Air Analysis “Images”
Prepared for: ABBOTT PPD February 26,
March
2009
18, 2016
MADISON – Air Analysis “Images”
Prepared for: ABBOTT PPD February 26,
March
2009
18, 2016
MADISON – Air Analysis “images”
Prepared for: ABBOTT PPD February 26,
March
2009
18, 2016