We understand that Conferences and Corporate travel are an integral part of many companies’ operations. With years of experience in dealing with companies from 3 employees to 6000 employees, we have the know-how to ensure that your conference and travel arrangements are faultless.
Total Travel Management (TTM) has the capacity to complete the following Conferencing needs for your company.
COORDINATE ALL ONLINE REGISTRATION
TTM holds a license for and uses ‘Events Air’ for managing online registrations. TTM also can provide support services for registrants who do not use or access computers to facilitate those registrations.
NEGOTIATE GROUP AIRFARES AND ASSIST WITH NON-GROUP FLIGHTS AS REQUIRED
TTM is a registered travel agent with memberships including the Travel Industry Designator Service (TIDS). TIDS is a unique code that allows bookings made by TTM to be recognized by all industry suppliers. By being a registered travel agent with TIDS, TTM is able to negotiate competitive airfares with a wide range of suppliers. TTM has existing relationships with all major airlines. This means that TTM can be relied upon to achieve the best deal for your company. TTM will achieve substantial savings on air travel, hotel rooms, ground transportation and other group travel related services.
MANAGE TRAVEL & ACCOMODATION ARRANGEMENTS FOR SPEAKERS AND INVIDED GUESTS
TTM is highly experienced in managing travel and accommodation for both registrants and Speakers and Invited guests. With over 28 years of experience in providing personal and corporate travel arrangements for conferencing, TTM guarantees to provide an exceptional personalised service with 24 hour support for speakers and invited guests. Whether it is core travel arrangements or providing concierge–style services as part of the package of services, TTM can deliver the goods – every time.
TTM’s experience in managing travel and accommodation arrangements include managing the corporate and personal travel for many corporate personnel.
CO-ORDINATE ALL AIRPORT TRANSFERS FOR DELEGATES ON GROUP FLIGHTS AND SPEAKERS
TTM recognises that it is essential to provide a ‘complete’ service when managing travel for conference delegates and speakers. Travel itineraries are provided with clear instructions related to transfers. This is supported by TTM’s 24 support service.
ASSIST WITH COACH BOOKINGS FOR CONFERENCE DINNER & PARTNER PROGRAMS
TTM understands that getting conference delegates from one location to another on time and in comfort is key to a great conference/travel experience. TTM has relationships with some of Australia’s most respected coach transport companies. These relationships extend internationally to provide seamless coach transport solutions.
MANAGE CONTENT & BOOKINGS FOR PARTNER PROGRAM
Partner Programs are an important part of most conferences. They must meet the needs of the conference demographic and represent good value and interest for partners. TTM provides a comprehensive and very personal service for designing and managing content & bookings for Partner Programs. Unique and inspiring Partner Programs can be the ‘icing on the cake’ with a conference; providing partners with an enjoyable and memorable conference experience. Examples of Partner Program events coordinated by TTM include:
- Shopping tours
- Spa days
- Golfing days
- Local unique tourism events
- Cooking classes
- Local craft programs
- Sunset cruises/events
ASSIST WITH HOTEL CONTRACTS AND PROVIDE ALL ROOM LISTS
As a registered travel agent, TTM has extensive experience in negotiating competitive pricing and all aspects of hotel arrangements including management of hotel contracts and room listings.
ASSIST WITH SPONSOR CONTRACT WITH CONFERENCE VENUE AND MANAGEMENT OF DELIVERY OF SIGNAGE & STOCK TO CONFERENCE VENUE
TTM provides a value-added range of support services when planning and managing conferencing and events. Our event management experience will ensure that communications with sponsors and venues is effective and timely.
ASSIST WITH THE PRODUCTION AND MANAGEMENT OF CONFERENCE AUDIO-VISUAL PRESENTATION FROM THE ASSOCIATION AND CONFERENCE SPEAKERS
TTM works with a number of well-regarded AV/Digital service specialists. By outsourcing to experts in this area, and project managing the production and management of Conference audio-visual presentations, TTM is able to ensure that presentations are of the highest quality and are in a suitable format for the venue.
MANAGE PRODUCTION, CONTENT & DISTRIBUTION OF DELEGATE GIFT BAGS, CONFERENCE PAPERS AND NAME TAGS
TTM recognises the importance of high-quality conference papers and gift bags. TTM works closely with clients to determine suitable content for delegate bags and has relationships with a wide range of branded marketing specialists to assist clients to maximise brand exposure on conference materials. TTM coordinates the preparation and distribution of conference papers including liaising with speakers and their representatives for content. TTM has a reputation for attention to detail ensuring that conference papers are professionally prepared.
PROVIDE STAFF TO WORK ON SITE DURING CONFERENCE FOR DELEGATE REGISTRATION
First impressions last, so TTM ensures that delegates are welcomed in a professional, warm and friendly manner. Our highly experienced delegate registration staff have welcomed over 10,000 delegates to conferences successfully.
PROMPT RESPONSE TO EVENT ENQUIRIES AND MANAGEMENT REQUIREMENTS
As a professional and experienced conference management organisation, TTM prides itself on exceeding client expectations when it comes to communication. Regular meetings and communication by telephone and email with clients ensures that management requirements are addressed promptly and efficiently.
FINAL RECONCILIATION WITH FULL REPORTING FROM THE CONFERENCE REGISTRATION
The Cvent system used by TTM enables effective at-call reporting on registrations and attendances. This value-added service provided by TTM ensures that management have access to accurate and reliable information.
IN ADDITION, OUR CONFERENCE AND EVENTS SERVICE ALSO INCLUDES:
- On-going one on one consultations
- Destination analysis, site selection and site inspection
- Specially negotiated airline and hotel rates
- Meeting room needs including all audio visual equipment and presentation aids
- All food and beverage requirements
- Themed parties and events
- Planning and coordination of leisure activities, sightseeing and all off-property arrangements
- On site co-ordination by our trained staff
- Customised art and theme development for your event including daily itinerary, travel and destination information
- Development of promotional materials
- Complete reconciliation at the end of each program