Session: Advancing Your SMMP - Globally Presented by: Kevin Iwamoto , Vice President, Industry Strategy, ACTIVE Network Business Solutions and Susan Dupart , Senior Director, Global Travel, Meetings, Corporate Card & Mobility, McAfee Corporate Event Planners Date and time: Tuesday, June 25, 2013, 3pm pcma.org/educon

1. SMMP Industry
Updates &
McAfee Case Study
Kevin Iwamoto, GLP & GTP
VP Industry Strategy
ACTIVE Network, Business Solutions
Susan Dupart, Senior Director,
GlobalTravel, Meetings, Corporate Card & Mobility
McAfee

2. THE Meetings industry: A BIG
INDIRECT SPEND CATEGORY
• 48% of corporate T&E and meeting pros say their
firms’ procurement departments are involved in
meeting management.
• Corporate Meetings & Event industry was
approximately $360 billion in 2010
• Meetings represent 9% of the average
organization’s total budget
• 36% of companies have strategic meetings
management
programs in the US.
1-Business Travel News, the "2012 Strategic Meetings Management Study," 2 - CWT Travel Management Institute 2010, 3
- Strategic Meetings Management: A Handbook of Emerging Strategies for the Next Generation of Meetings and Events
Management, Aberdeen Group 2012, 4 - 1-Business Travel News, the "2012 Strategic Meetings Management Study

3. Challenge: RisingTravel Prices Worldwide
Source: CarlsonWagonlit BusinessTravel
Forecast

4. NorthAmerica
4% rise in avg.
meeting size
6.5% hike in
per-day attendee cost.
Challenge: Uneven Global Meetings Forecast
3% decline in avg.
meeting size
6% drop in per-day
attendee cost.
EMEA
Source: Carlson Wagonlit Business Travel Forecast

15. Strategic Meetings Management
policy process
control people
Strategic Meetings Management (SMM) is a disciplined approach to managing
enterprise wide meeting and event activities, processes, suppliers and data.

16. 2525
SMMP – Registration/Approval of Meeting
Supplier advantages:
 Highly qualified
meeting proposals
Corporate gains:
 Company-wide
visibility via central
calendar
 Annual savings ranging
from 1.6% - 3.9%
 Approval workflow
audit trail (i.e. SOX)
 Annual savings ranging
from 1.2% - 2.8%

17. Supplier advantages:
 Automated lead response
 Leads reach right person
 Integration with CRM system
 Preferred supplier programs
Corporate gains:
 Driving preferred supplier
usage
 Improved leverage from total
spend accuracy for
negotiating rates
 Annual savings ranging from
8.6% - 13.8%
25
SMMP – Sourcing / Procurement

18. Supplier advantages:
 Automated room lists
Corporate gains:
 Quality of event
 Improved marketing of
event and sessions
 Automation of many
manual tasks
 Annual savings ranging
from 1.1% - 3.2%
25
SMMP – Planning / Execution

19. 25
SMMP – Payment / Expense Reconciliation
Supplier advantages:
 Fast payment
 Reduction in billing
and invoicing costs
Corporate gains:
 Integration to financial
systems
 Separate real time
meetings and T&E
spend analysis
 Annual savings ranging
from 0.3% - 1.1%

20. Components of Meeting Card
Program
 One card issued per meeting
 Declining balance card or monthly card limits can be set based on
estimates of the highest expected amount of monthly charges
 Can be used to pay all suppliers, including hotels, ground
transportation, signage, restaurants, on-site fees, etc.
 Can be opened early to pay for deposits and closed after all event
invoices have been paid
 Transactions can be reviewed and approved on-line within three days
 Transactions can be reallocated to other cost centers within the same
country
 AP pays the card balance directly and internally bills designated cost
center.

21. Payment Method Comparison
Global Meeting Card Program Global Purchase Order
Can be opened and ready to accept
charges within 7-10 days
Standard payment terms for paying
suppliers is 45 days
One meeting card can pay many
different vendors
Traditional PO process requires
separate PO be opened for each
vendor
No minimum transaction amount Minimum PO transaction amount
Reduces number of payments AP
processes—one payment to card
company per month for all
transactions
AP processes separate payments for
each vendor
Suppliers who accept corporate card
will already be set up in payment
system
Supplier must register and submit tax
documents in order to be added to
company’s payment system
Reduced internal processes Multiple approvals required

22. Payment Method Comparisons - cont.
Global Meeting Card Program Global Corporate Purchasing Card
Can be used for traditional meeting
vendors such as entertainments,
florists, etc.
Many traditional meeting vendors are
blocked on individual CPC cards
Limits are determined by each
meeting’s unique budget
Individual CPC cards may not have a
high enough limit for traditional
meeting expenses

23. 25
SMMP – Global Data Analysis / Reporting
Supplier advantages:
 Evaluate market share
 Compete and optimize
lead management
Corporate gains:
 Central reporting
database and
dashboards
 Real time enterprise-
wide accuracy
 Annual savings ranging
from 0.5% - 1.3%

24. Technology connects all the puzzle pieces:
 Automation
Delivers efficiencies
Drives common standards
 Sourcing
Mature, consolidated marketplace
Automates processes
Centralizes data
 Visibility
Improves visibility to meeting activity
Reduces/eliminates paperwork
 Compliance
Supports/enables pre approval
Reporting capabilities from the meeting
level to the enterprise level
25
SMMP – GlobalTechnology

25. Central Resource – BetterVisibility
• Start with “Sourcing Only” option – full service would be
available
• Employee owns meeting content and management of
program
• Visibility to cancelled programs and cancellation penalties
• Centralization provides ability to re-use cancelled space
• Cancellation of 2 programs within two weeks = $46K
• Global Advisory Council
• PM Leadership Offsite
• Global Master Calendar
• Provides pipeline visibility into future meetings and events to ensure no overlap
• Proactive vs. reactive for strategic decisions (cost reductions)
• Provides visibility to global events (APAC & EMEA Kickoff)

26. How did McAfee Succeed?
Creation of Global Governance Team
• Executive Finance VP’s from all Geo’s
• Meet quarterly to propose new initiatives
• Global Travel Dashboard
• Pulls travel data from AX, expense reports, SAP, Hyperion, providing
better travel data
• SMMP
• Identified cost savings, better global visibility
• Definition of “Meeting”
• Creation of Global Meeting Policy with approval guidelines
while ensuring cultural/Geo specific’s
• Creation of meeting contract template to ensure McAfee
required T&C’s are included prior to final negotiations
• Develop easier payment vehicle, reducing Sourcing and AP
processing time
• Phased rollout plan

27. Why Is McAfee Going Global?
• Increased spend on Meeting Card provides increased Geo
specific rebates based on new global card contract
• Corporate move to provide structure to programs to make them
“global” while supporting cultural differences
• Centralized data provides better compliance to Risk
Management, Legal, Regulatory and Financial compliance
• Global calendar for visibility of meetings/events
• Eliminates conflict of dates for important global meetings
• Provides visibility should need arise to cancel meetings for cost
containment

28. Questions?