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Meeting & Incentive Travel
TMI has been
providing individual, group and incentive travel services for over nine
years. Our staff of facilitators and agents have over 15 years combined
average travel industry and meeting management experience, offering
our clients stellar and competitive full service capabilities.
TMI's team
will work with you to insure your corporate event experience meets your goals and objectives. From initial site selection through
registration and on-site facilitation, TMI offers its corporate clients
top notch service, cumulative purchasing power and flawless
facilitation.
Our incentive
and meeting travel services include, but are not limited to:
Exclusive Chartered Ship
and Cruise Venue
TMI
specializes in chartering vessels to maintain an exclusive, controlled
environment for your conference. We help you select the appropriate
vessel and tailor the ports of call, port tours and visits, on-board
meal selection, on-board entertainment, conference agenda, registration
and pricing.
We assist
your organization in providing the most popular venue to host an event
or conference at sea. We help you develop a program to meet your goals
that is in tandem with the shipboard activities and your meeting
agenda. We help arrange appropriate speakers, exhibitors, collateral
materials, as well as pre-trip and post-trip details.
Destination and Site
Selection
Every group
and each destination have their specific needs and nuances. From the
time of year, menu preferences, selection of activities, rooms and
public space needs, TMI works with you on identifying a destination and
facility that satisfies your group's needs, and ensures the desired
space is blocked and contracted. If a site inspection is desired, TMI
coordinates and escorts our clients to the considered destination and
facilities, so decisions can be made based on first-hand experience.
Budget Design and
Monitoring
Years of
group travel management experience and a seasoned team ensures the
necessary and normally unexpected expenditures are initially considered
and factored in accordingly. TMI guarantees frequent updated
communications, keeping you, our client, advised of all current
estimated costs based on your evolving and latest "to date" agenda.
Agenda Design and
Maintenance
TMI begins
the program management relationship with an initial agenda and costing,
which will invariably change as planning progresses. Our clients are
updated weekly on the current agendas and each revised agenda will be
accompanied by the latest budget.
Air Transportation
Contracting and Coordination
With a proven
track record in negotiations for group air, TMI can match or beat, any
competitors. In the initial costing process, we negotiate the lowest
fare with the least rules, thus doing our best to alleviate the
"surprises" upon final billing.
Ground Transportation
Contracting and Management
Most groups
require ground transportation, such as hotel or cruise ship transfers,
tours, and transportation to off-site venues for dinner, shows, or other
activities. TMI considers the desired agenda, traffic and airport
delays in order to help you manage this aspect of your program
efficiently.
Customized Print
Production Services
TMI's
in-house design and production team has experience in specialized trip
logo design, and production of all trip collateral pieces, including
registration forms, pocket agendas, signage and promotional mailers. In
addition, our team can help you select and coordinate the product for
your special awards, giveaway items, and promotional items.
Registration and Mailing
Services
TMI can
handle your registration process any way you'd like; e-mail, telephone,
fax or mail. The first step is the design of a registration form that
captures the anticipated necessary information. Next, a database is
custom-built for your group, capturing all pertinent information for the
program, and producing lists generated according your management needs.
TMI also takes on the mailing of all necessary materials.
Food and Beverage
Negotiations and Management
Not only does
TMI take into account your budget and group's menu preferences, but our
experience with the cost accounting formulas of hotel and
catering departments enables us to purchase food and beverages to
your best financial advantage. In addition, TMI has extensive
experience in working with house chefs to create exclusive menus for
your event, reflecting special themes, and incorporating any dietary restrictions.
Speaker and Entertainment
Facilitation
Many
corporate events require special motivational, informational or
specialized subject speakers. TMI's team has proven experience in
sourcing the right speaker to meet your goal and coordinating the
guests' special needs. In addition, we also coordinate the
entertainment for your corporate function. Having everyone leave the
dance early because of bad music is something TMI will not let happen;
we work with our clients to ensure everyone's satisfaction.
Group Activities and Tours
The TMI event
planning team has extensive experience in almost every popular corporate
group destination in the world. Destination marketing is a specialty we
weave carefully into our program planning process, thus promoting
excitement about the venue and educating participants throughout the
program about the destination. We know our venues, we know destination
opportunities, and we will work with you to make sure your group is
excited about the free time or group time offerings.
Team-Building Programs
Unlike many
other companies, we are fortunate to have a team with extensive
experience in customizing team-building activities into your programs.
Whether you want ice-breaking activities, treasure hunts, beach
Olympics, or fun and frolicking product development brainstorming
sessions, TMI's team will help you to execute your vision and achieve
the "mood" goal.
Theme Party Design and
Execution
If a theme
party is what you want, a theme party is what you will get but we
promise, unless you want it to be, it will not be "cookie cutter."
Every venue features standard theme party packages, but we prefer to
make it your signature event; one that no other group will have
experienced. Whether the standard theme is enhanced with special
props, menu, or music, or if you want to create your own, TMI's team
experience in theme-produced events is extensive.
Visual Coordination
Audio-visual
coordination can include everything from overhead projectors to rear
screen projection Power Point presentations, multi-media productions,
and teleconferencing. No matter the need, TMI's experienced team can
facilitate it. This area of your program can be extremely complicated
and many of the needs arise at the last minute. With TMI, you
don't have to worry. You tell us what you need and we'll make it
happen.
Hospitality Desk and
On-Site Management Services
We guarantee
your program participants will love our experienced on-site travel
management team. We use a formula of one travel director per forty
participants and generally provide a TMI manager on-site who is
dedicated to VIP liaison. Your on-site TMI team is available 20
hours per day, and a dedicated hospitality desk will be staffed
according to your agenda and group needs.
Final Budget
Reconciliation
The program
is over, everyone has had a great time, and they are all looking forward
to next year. During your program, your TMI team reconciles all daily
charges from suppliers and within two weeks of the trip's conclusion
reconciles actual charges to the most recent estimated budget. Within
21 days, you will receive an itemized budget reconciliation. With few
exceptions, such as unanticipated acts of God, or on-site program
additions or purchases, we at TMI believe you will be surprised to find
how close we came in our original planning estimates. Our goal is an
on-going, long-term partnership. The way we earn that is by doing good
business and keeping you, our client, informed, on budget, and with
little to worry about.
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RETURN ON
INVESTMENT (ROI)
Is it worth it?
To determine Return on
Investment:
Calculate the value an
organization gains from a meeting in relation to the amount of
money required to hold a meeting.
Ask these questions:
What goals did we achieve?
Did it result in increased
sales/satisfaction?
Were these sales more than the
price of the meeting (including staff time and lost productivity)?
The first step is to have
identifiable, measurable objectives for your incentive meeting.
What, specifically, do you want to happen as a result of this
meeting?
Incentive travel can be measured.
For example:
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Last year sales were $20
million |
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$20,000,000 |
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We want to increase sales by
10% |
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x .10 |
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Our projected sales
increase |
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$ 2,000,000 |
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Profit margin on our product is
25% |
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x .25 |
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Incremental gross profit
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$ 100,000 |
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Incentive budget is 20% of
incremental gross profit |
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x .20 |
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Incentive program budget
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$ 100,000 |
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Estimated number of people
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/ 50 |
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Budget per person |
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$ 2,000 |
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This is a measurable outcome: Did
sales increase 10% as a result of the program? If yes, you spent
$100,000 to make $400,000 in profit, and had a positive ROI.
Always make a post-meeting
report, and define quantifiable, measurable objectives.
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