Egencia Meetings & Incentive Integration

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Egencia Meetings& Incentive Integration

Spring 2009 Release Preview

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Spring 2009 Release PreviewEmpowering 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™

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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

New Features Overview

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Meetings & IncentivesIntegration

Available in U.S. and Canada

All Technology Tiers

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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

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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

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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

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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

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Integration of the Meetings Tab on Egencia.com

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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

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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

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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

If a company does not sign up for the Meetings service, the Meetings launch page will display marketing content describing Egencia’s Meetings solutions

Enabled Disabled

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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 self-service meeting on the Egencia site.

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Creating a MeetingsTravel Manager View

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Step 1: Select Meeting Option

Select the Setup New Meeting button located in the Create a new meeting section on the Meetings launch page.

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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

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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. Policy & payment2. Add attendees3. Enable bookings

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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

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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

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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

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Step 5: Add Attendees

The Add Attendee module is used to quickly add travelers to this meetingThe 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

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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.

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Attendee Type Configurations

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Attendee Type Settings Overview

Egencia Meetings supports multiple attendee types per meeting

Configuration for attendee types include Policy Payment

Notification TripController

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New Policies - Attendee Type Policies Options

Egencia Meetings has added 3 new policy settings for meetings:

1.Maximum airfare2.Destination airport3.Arrival / departure

restrictions

Click on “Policy” to configure attendee type

policies

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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

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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

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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

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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

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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

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Notification OptionsPurchase 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

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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

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Meetings Integration Traveler View

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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

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Option 1 - Email attendees

Opens a new message in your email client to send an email to all invited attendees

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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 homepageThis URL can also be used in any online web registration tool

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Option 3 - Meetings Launch (Traveler / Arranger)

Where enabled by company, the Meetings landing page will appear as the following to 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

The Meetings launch page contains a Meetings section which displays a list of all active meetings for the traveler.

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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.

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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:

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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

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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.

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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.

The itinerary page shows the Meeting context. I can access the Meeting by clicking on “Yvonne’s Test Meeting”.

The Invite Others link will only let you invite other travelers who are invited to the meeting.

By clicking on the “Chicago, IL” link, I’ll be taken to the Meeting itinerary page.

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Reporting

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Meetings ReportingGo 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 reportNow customers can get a true view of their spend (meetings + corporate) by

downloading both reports into Excel and combining them

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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

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Thank you for reviewing Egencia’s

Meetings & Incentives Integration

Other features for Spring 2009 Release

New Hotel Design & Enhancements Dynamic Messages

Egencia Meetings & Incentive Integration

Documents