CWT M&E

01 Jul

Posted by admin as MEETINGS AND EVENTS

CWT on the Case

The Main Event

SECTOR: Technology
EVENT: Annual sales incentive
WHERE: Phuket, Thailand

Bringing together 1,675 employees from 27 cities in 14 countries would present a challenge to the most experienced event organiser. Especially with the extra ask of reducing the overall spend by 10%. But this is exactly what the CWT M&E team did.

“The first time we met with the client four years ago, they asked CWT M&E to help organise their annual sales incentive, consolidate their reporting and reduce the budget from previous years.

As the CWT regional contact for Group Travel Management, it was my role to provide a detailed group analysis, set up operations and implement all travel and visa arrangements for this event. I liaised with the client, suppliers and internal CWT contacts at a national and regional level; this helped immensely with communications and logistics and, together with the client, we quickly put in place processes and procedures that provided us with the ability to streamline the entire travel booking process.

Previously, each participant had arranged their own travel through their choice of agency. The client therefore had limited data and reporting on previous years, none of which was consolidated in any form. We took the little data we had, and using our experience with similar events, conducted negotiations to reduce spend and adhere to risk management policy. The rates that CWT negotiated resulted in significant savings from past years, and on final reconciliation the cost per person was at least 10% – and in some cases 20% – lower than the client’s budget.

The client was very satisfied not only with the savings achieved but also with the detailed reports we were able to provide through our Regional Travel Management Service. For the first time, the client had access to one consolidated travel reporting and spend analysis, plus were able to recognise their group travel spend alongside corporate spend, achieving even greater buying power and negotiations with key airlines.

I loved working on this event and, because of the great work we did that first year, we have since organised this same event for the last four years running.”

Shauna Whitehead, Product Manager, CWT Meetings & Events

Other Events

SECTOR: IT
EVENT: VIP Dealer Incentive Programme named “Super Stars”
WHERE: Hamilton Island, Australia
ATTENDEES: 35 – 40pax
SPEND: US$70k
SOLUTION: Logistics (travel and transfer management, on-site management, 24/7 service). Welcome and Farewell Gala Dinner, Great Barrier Reef daytrip, and entertainment with a special awards night dinner which included the client’s senior management team.
CWT M&E VALUE: Designed a customised incentive programme itinerary, managed the programme budget, and hotels and ground operations. Developed creative teasers and giveaways for onsite room drops for each delegate.

SECTOR: Professional Services
EVENT: Annual Partners and Board Members Meeting WHERE: Whitsundays, Queensland, Australia
ATTENDEES: 500
SPEND: US$890k
SOLUTION: Developed theme and constructed event website with complete event info and online registration. Developed and distributed communications to participants and provided logistics management including travel, accommodation and transfers. Provided onsite event management.
CWT M&E VALUE: CWT has successfully managed this event for six years and met year-on-year objectives to reduce client involvement, improve supplier negotiations and reduce registration time.

SECTOR: IT
EVENT: Teambuilding Activity
WHERE: Beijing, China
ATTENDEES: 80
SPEND: US$10,000
SOLUTION: Creative teambuilding activities and dining.
CWT M&E VALUE: Negotiated competitive rates with the venue. Developed creative activities that delivered the key messages and also were a lot of fun for the participants.

CWT NEWSFLASH

CWT subsidiary Stars Sports Travel & Events has been appointed the official travel provider for the Bruce McLaren Festival, which takes place in New Zealand in January 2010

22–24 Jan
Bruce McLaren Festival
Hampton Downs track

29–31 Jan
Bruce McLaren Festival Pukekohe Park Raceway

Motorsports enthusiasts from around the world will gather to watch some 400 saloon-, historic- and sports-racing cars compete in 10 different classes. A number of McLaren cars are featured in each event: in the big V8-engine Formula 5000s; in the big and noisy Historic Can-Am sports-racers (some with engines as big as 8.8 litres); and in the Early Historics, which includes some Cooper cars that were driven by McLaren when he led the Cooper Formula One Team.

Packages for air travel, hotel accommodation and tickets will be released by Stars Sports & Events later in the year. To register to receive information or make an inquiry, please contact CWT’s event manager, Andy Patten at andy.patten@ startstours.co.nz

Stars Sports Tours & Events can put together a package for almost any major sporting event in the world, including the Australian, USA and Malaysian Grands Prix, the Australian Tennis Open, the National Rugby League grand final in Australia, the Melbourne Cup, the Indianapolis 500, Brickyard 400 and the Hong Kong Cup. For information on future events, visit www.starssportstours.co.nz

THE TEAM

Last year, the CWT team of 130 experienced meeting and events professionals in Asia Pacific supported more than 1,340 events, including conferences, incentives, annual meetings, award ceremonies, team building and gala dinners

“Events must have a business goal. We can help you achieve it”
FERNANDO LONERGAN
National Manager, CWT Meetings & Events and CWT Leisure

“Chartering ferries to a remote island was challenging but we did it”
BELINDA HO
Planner, CWT Meetings & Events

“Asia has so many great cost-effective venues for corporate events”
RAYMOND KOH
Senior Planner, CWT Meetings & Events

“I will help you structure the travel for your next global event and deliver a cost effective, successful and enjoyable experience”
SHAUNA WHITEHEAD
Product Manager, CWT Meetings & Events