With CWT Meetings, you gain access to meetings professionals, people who have the expertise needed to help you with all your sourcing and logistics needs. Our team of experts can help you avoid common pitfalls of unmanaged meeting programs—things like contract penalties or attrition fees, logistics problems and frustrated attendees. And you choose the level of support you need: we can help with all meetings your company holds or just the ones you want us to, or even just assist with a single step in your process.

1. UNPARALLELED CONTROL: CWT MEETINGS

2. CWT Meetings services:
Pre-planning and approval On-site operations
Holistic destination analysis On-site staffing
Transportation and fare analyses On-site logistics management
Budget estimation On-site communications
Secure pre-program approvals Crisis management
Meeting policy management
Payment and reconciliation
Supplier sourcing and contract management Manage, verify & disburse supplier payments
Venue sourcing Use and reconcile meeting payment solutions
RFP process management Prepare final billing & reconciliation
Accommodations
Group air and all modes of travel and transfer Performance measurement
Food & beverage selection, negotiation, management Track & report spend and savings
Function space and A/V management Measure effectiveness of meetings
Activities selection and management Measure meeting return on investment
Measure attendee and organizer satisfaction
Global group air
Group air fulfillment
Block space management
Risk management
CWT Meetings can help you with
Attendee management Sales meetings
Registration lists and communications Client meetings
Hotel reservations & rooming lists Training sessions
Ground transfers Executive or senior management meetings
Attendee billing Internal meetings
Arrival/departure logistics Conferences and conventions
Online registration services And many more
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3. Control, savings, and success
Improving the control, savings and success of meetings meeting programs—things like contract penalties or attrition
within your company is no easy task. Ensuring you source fees, logistics problems and frustrated attendees. And you
the right properties, limit contract risks and negotiate the best choose the level of support you need: we can help with all
possible rates can be daunting tasks, let alone managing the meetings your company holds or just the ones you want us
logistics of the meetings themselves or trying to gather the to, or even just assist with a single step in your process.
information to report on your meeting activities. Don’t worry;
CWT Meetings is here to help. Taking control of your company’s meetings can help you
save 10-30% in direct costs. You can directly contribute to
With CWT Meetings, you gain access to meetings your company’s bottom line just by improving your meetings
professionals, people who have the expertise needed to help management. And, with CWT Meetings, you can also improve
you with all your sourcing and logistics needs. Our team meetings processes and ROI.
of experts can help you avoid common pitfalls of unmanaged
You can get control, increase savings, and improve the success of your
company’s meetings… with CWT Meetings.
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4. Pre-planning & approval
CWT Meetings has a complete range of pre-planning & approval services you can choose from, beginning with M&E
policy and risk management processes to destination and travel & transfer analysis. We can help you gather information
to gain pre-meeting approvals and manage your meetings policy while ensuring budget estimates are accurate and
up-to-date.
Benefits Success Story
Our holistic destination analysis provides meeting An offshore drilling company used CWT Meetings to analyze
sponsors with a realistic picture of what a meeting will destinations and crew rotations to determine the best
cost and money-saving alternatives with unparalleled location and timing for critical internal meetings to ensure
benchmarking tools and historical data. the core business of the company was not disrupted, while
saving $115,000 USD through strategic selections.
Our expertise assures compliance to the company’s M&E
policy, industry best practices, and industry-specific data
tracking requirements while your team focuses on the
meeting objectives.
CWT Meetings ensures that you find the most cost-
effective and convenient way to get all your attendees to
the right place at the right time with our comprehensive
transportation analyses.
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5. Supplier sourcing and contract management
Negotiating with suppliers is a key strength for CWT Meetings. We can not only manage accommodation and transportation
needs, but we can also minimize the risk your organization is exposed to in supplier penalties and fees. CWT Meetings also
has expertise in food & beverage selection and negotiation as well as function space oversight and selection of activities. We
work closely with your chosen suppliers to deliver what you need for each meeting seamlessly, on the best terms, for the
best price.
Benefits Success Story
Our sourcing experts have the experience needed to A technology company needed help sourcing 22 training
manage an RFP process and the negotiation skills and sessions worldwide and avoiding the high cancellation and
relationships to source the best possible deal with partners attrition fees of previous years. CWT Meetings negotiated
who can be trusted to deliver. competitive rates and created a more uniform process while
reducing cancellation penalties, and meeting room fees,
CWT Meetings uses established industry best practices
resulting in $426,000 USD in savings.
for contract terms and conditions while minimizing financial
risks.
Our superior benchmarking capabilities help you
understand what is or is not a good deal as compared to
your peers.
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6. Attendee management & on-site operations
Managing attendees and on-site needs for a meeting can be time-consuming and stressful for your company’s personnel.
CWT Meetings can handle these tasks with professionalism and poise, allowing your employees to focus on the business of
your company. From registration lists and communications to logistics, billing, and risk management, CWT Meetings has the
expertise and personnel to ensure things run smoothly.
Benefits Success Story
We provide seamless meeting space management to A quickly-developing hurricane scuttled the plans of one
avoid confusion and allow attendees more time spent client for three simultaneous internal meetings after
achieving objectives and minimizing your employees’ some employees were already en route. CWT Meetings
administrative time. managed refunds and voids of more than 900 airline tickets,
negotiated zero penalties from hotel suppliers, and sourced
CWT Meetings has expertise in on-site cost containment,
& planned alternative locations that were communicated to
using techniques like managing food and beverage
all participants within just a few days.
minimums.
CWT provides streamlined online attendee registration,
thus offering our clients efficiency and transparency in
hotel reservations, rooming lists, and transfers.
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7. Payment, reconciliation, & performance measurement
When the meeting is done, there’s still work to do. CWT Meetings can help you with post-meeting tasks such as supplier
payments and reconciliation of payment solutions used. We can prepare final billing and reconciliation while reporting
meeting spend and savings accurately and efficiently. CWT Meetings can also help you measure the effectiveness of your
meetings, including ROI and attendee & organizer satisfaction.
Benefits Success Story
CWT Meetings provides industry-leading reporting and Advanced reporting, performance measurement and analysis
accurate data to help you track spend and increase your provided by CWT Meetings helped a global pharmaceutical
insight into your company’s meetings. company identify $10 million in previously unknown
meetings spend and boost their net effective savings rate
With both subjective and objective measures of each
from 5 to 25 percent on that spend.
meeting’s success, you can ensure that your meetings
meet your company’s objectives.
CWT Meetings helps you avoid costly payment mistakes,
manage cash efficiently and spot mistakes in billing while
minimizing administrative costs.
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8. CWT Meetings is the perfect complement to your internal meeting planners, providing the resources and expertise you lack when
you need them. We deliver tangible and sustainable value to clients just like you that ensure bottom-line savings and effective
meetings management. And, we do it while giving you unparalleled control and focus on ensuring your company’s business
objectives for meetings are met.
CWT has decades of experience in both travel management and meetings & events as well as the power and supplier relationships
only a worldwide leader in business travel can offer. Our scope is global, and our focus is on our client’s needs. With local presence
and global reach, we deliver meetings expertise right where you need us. Most importantly, CWT Meetings delivers results.
For more information on how CWT Meetings can help you, please contact your CWT program manager or sales person.
www.carlsonwagonlit.com
CWT Head Offices Worldwide
Europe, Middle East & Africa, North America Asia Pacific
and Latin America 701 Carlson Parkway 3 Harbourfront Place
31 rue du Colonel Pierre Avia Minneapolis, MN 55305-5240 #08-03 Harbourfront Tower 2
75904 Paris cedex 15 United States Singapore 099254
France
Tony Wagner Rachael Peedom
Hervé Joseph-Antoine +1 763 212 3780 +65 6511 7163
+33 (0)1 41 33 65 00 twagner@carlsonwagonlit.com rpeedom@carlsonwagonlit.com
hjoseph-antoine@carlsonwagonlit.com
Terry Sloan
Cecile Drévillon +1 905 694 2695
+33 1 41 33 64 27 tsloan@carlsonwagonlit.com
cdrevillon@carlsonwagonlit.com
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