Challenge

• Identify event bookers and develop a structured process for approved negotiated rates
• Provide accurate reports on event spend supported by detailed management information
• Find and twin related areas of spend across travel and events.

Solution

• Audit event bookings for last 12 months' to identify event bookers, venues used and rates paid
• Register event bookers on Mentor Live (Grass Roots venue procurement client extranet) to record and analyse bookings
• Develop a preferred meetings programme and a non-mandated policy with clear guidance
• Leverage client's spend and Grass Roots' buying power to slash rates and add value
• Provide a Grass Roots team of UK and overseas consultants specialising in international conferences, training centres, unusual venues, apartments and accommodation
• Base two of the teams at client locations to ensure Mentor Live training is kept up-to-date
• Increase supplier buy-in and booker knowledge by running road shows.

Results

• Year-on-year savings of over 30% against rack rate
• 600+ bookers registered on Mentor Live
• Over 90% compliance with the non-mandated preferred meeting programme.