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Programs

Group travel for companies: conferences, incentives, meetings and exhibitions, with an agenda, delegates, rooms and supplier sourcing in one place.

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What a program is and when to use one instead of a normal booking.

What is a program? A program is a group engagement for a company: a conference, an incentive trip, a meeting or an exhibition. It holds the agenda, the delegates, the rooms and the sourcing together. Create a program Set the type, the dates, the destination and how many people you expect. Everything else is added as the event takes shape. Program statuses Lead, Planning, Contracted, Operating, Completed and Cancelled. Where a program sits tells your team what to do next.

Planning the program

The agenda, the people coming, and where they sleep.

Build the agenda Sessions are the timed items that make up the event: keynotes, breakouts, meals, the gala dinner and free time. Delegates: who is coming Every person attending, with their role and where they have got to in the sign-up process. Rooming: who sleeps where Assign delegates to room blocks, room types and beds, including who is sharing with whom.

Sourcing and money

Asking venues and suppliers for prices, and tracking what it costs.

Sourcing with RFPs An RFP is a request for proposal you send to venues and suppliers. It is how you get prices before you commit to anything. The cost sheet The profit and loss on the program, calculated from inventory you have actually picked up rather than what you hoped to sell.