As the travel industry evolves, TMCs continue to be a valuable asset for any business. The shifting trends show that more and more companies are willing to outsource their meetings or events management. And it is no surprise as the market has become highly competitive today, where every detail counts. Depending on your needs, you can select from different service providers – Group Tour Operators, Destination Management Companies (DMC), or Travel Management Companies. With so many options to choose from, selecting one that will meet all your requirements may seem challenging. However, asking the right questions at the beginning will help avoid unnecessary glitches down the line.
The first step in choosing a Travel Management Company should be getting well-acquainted with what TMCs can do for you. A TMC helps businesses stay competitive through comprehensive support and services, such as:
- Travel planning, including destination research and tour packages
- Airline bookings and hotel accommodations
- Travel consulting and management of travel costs and expenses
TMCs continue to evolve, providing value beyond traditional business travel arrangements – this includes opportunities to create a stronger corporate image through customized solutions.
Some examples include site inspections/branding events, trade shows & conferences, company training programs, employee incentive trips, and sales meetings. You should ensure what kind of service (if any) your supplier actually provides before signing the agreement with them. The best way to find out what is included in their portfolio is to ask them for a list of references or previous customers. This is the best way to find out what their customers think of their services and experience working with them. It will also give you an idea about the variety of services, as well as transportation and accommodation options they provide.
Although it may seem simple enough, receiving an accurate price quotation from a supplier should be based on thorough research and planning. Some considerations to keep in mind are:
1) What kind of business travel do you require? This includes business class flights, economy class flights/economy plus fares, luxury sedans/rental cars, etc. The more detailed your requirements are, the higher your chance of getting a better deal will be.
2) Is it for a single business trip or multiple business trips throughout the year? The pricing will be different when you require flights to and from destinations at least twice a month to when you don’t. If your travel patterns are not consistent, try negotiating for better flat rates or discounts. In addition, there may be special deals if the supplier knows that they have your business all year round.
3) What is your budget? Make sure to include all costs associated with travel in the quote, such as in-flight meals & entertainment, group visas/permit fees, etc. This way, you know for certain what your out-of-pocket expenses will be before giving suppliers an official sign for their quotes.
In conclusion, there are a great number of TMCs available to service your travel needs. In order to make the right selection for your organization, take into account what your needs really are and seek help from someone who knows the industry inside out.