Events are stressful ordeals: as a travel manager you’re managing hundreds of flights, coordinating hotel rooms and making sure everything is perfect for your employees or clients. You’re also working hard to get all of this done within your budget. Luckily, you’ve got tools provided by your travel management company (TMC) to help you source and manage all of this . . . except when it comes to ground.
Michelle is the kind of travel manager every company wishes they had -- she’s creative, pragmatic, and cares deeply about her travelers. We met Michelle at a CWT event where we discussed her needs for an upcoming global leadership event she was organizing – 200+ travelers coming into LAX from four corners of the globe. She confided that ground - despite representing a relatively small part of the event’s spend - was a disproportionately time consuming task. Every year, she had to source a new vendor, in a new city starting from the list of vendors she’d worked with before. Each time, she’d have to request quotes based on a changing arrival/departure schedule, ask that vendor to group travelers appropriately, and cross her fingers in the hopes that everything goes well on the travel date.
She confided that ground - despite representing a relatively small part of the event’s spend - was a time consuming task..
This is a common problem travel managers face when dealing with ground: little working relationship with local vendors, no knowledge of the local market, no tools to reduce spend and no insight into whether the available inventory is appropriate for their travelers.
I told Michelle that this kind of problem was exactly what Mozio specialized in, and asked if we could bid on the ground for the event. Not only did we come in as the lowest bid, we provided by far the best experience for her and the travelers (her words not ours). Looking back on it, it’s obvious why a model like Mozio makes so much sense for M&E:
Any car, as many as you need
A well-managed (and under budget) event doesn’t just need sedans, a few vans and a minibus, it needs a lot sedans, a ton vans, a boat load of SUVs, some minibuses and potentially a helicopter. Most providers don’t have the depth in vehicle types to respond to an event’s needs. By offering multiple providers with similar vehicles, level of service and pricing, Ritchie Bros. Auctioneers didn’t have to worry about running out of any type of ride for their event and could place travelers into optimal groups to reduce spend.
Ritchie Bros. Auctioneers didn’t have to worry about running out of any type of ride for their event and could place travelers into optimal groups to reduce spend.
Our vendors are not someone we call once a year
As one of the world's biggest ground transportation networks, we know our vendors, we have intimate knowledge of what their strengths and weaknesses are and we analyze our traveler’s feedback about them every day. Based on the level of service Michelle required, we were able to select the best providers to fulfill her event’s needs. Mozio being a huge distribution channel for these providers, they were happy to be selected for this event and helped us deliver impeccable service to Ritchie Bros.’ travelers.
Technology to optimize and manage
Getting a car from point a to point b (on time) isn’t easy and it’s what our providers excel at. Optimization, communication, and technology - grouping travelers together to reduce costs of an event (and having them meet for the first time in-person before the event!), effectively messaging to groups of travelers, creating custom portals where travelers can complete and manage their booking aren’t their strong suit. We grouped travelers to optimize spend, messaged each booking to travelers with pick-up details (specific to their location/vehicle type) and automated changes, as needed.
We’re grateful to Michelle from Ritchie Bros. Auctioneers for trusting us to manage this executive event successfully and we’re excited to help her in her future events (and your events too).