Georgetown Meetings & Events
Meetings & Events Made Easy
By changing the way we plan and buy travel and meeting services, Georgetown University can significantly reduce expenses while providing efficient booking options and enhanced services for our travelers and meeting arrangers.
To achieve this goal, we are proud to partner with Travel Leaders Corporate (TLC), an award-winning business travel management firm that will provide professional support for meetings, events and group air.
Strategic Program Manager
Mary Lou Miller
Group Air Manager
How to Request Services
1. Submit Request
Once you’ve submitted your request, a Travel Leaders Corporate project manager (PM) will contact you within two business days to schedule a needs assessment call.
On the needs assessment call, you will review the request details, including meeting objectives and desired outcomes.
Please send an email to firstname.lastname@example.org if you do not hear from a PM within two business days.
2. Submit a Requisition Request
Travel Leaders will identify venues that meet your requirements for sleeping rooms, amenities and meeting space. They will provide detailed information on each venue within 3-5 business days. They will also include a cost estimate. Use this estimate to submit the requisition request.
3. Contract Approval
Once you narrow down your top selections, Travel Leaders will leverage their multi-billion dollar spend to further negotiate room rates, food and beverage discounts, audio-visual equipment and other services required at the venue.
They will also negotiate optimal contract terms and include Georgetown University’s contract addendum to mitigate risk should a program cancel.
Once you approve the final contract, Travel Leaders will sign the contract on Georgetown’s behalf and send you a countersigned contract.
All finalized contracts will be handled per the Georgetown University Procurement Contracts Policy.
If you have any questions about the procurement contracts policy, please contact email@example.com for additional support.
If you’ve requested planning services, Travel Leaders will conduct regular conference calls with you to coordinate the logistics of your program, including attendee registration, food and beverage, audio-visual, room sets, etc.
5. Group Air
Should 10+ attendees require air transportation, your project manager will connect you with the Travel Leaders Corporate Group Air team to coordinate flights. These senior-level group air agents provide services including site analysis, pre-trip cost projections, advance purchase information, cost reporting, and onsite support.
6. Reconcile Final Bill
Post-program, your PM will review the final bill to ensure all negotiated discounts have been applied, quality check for accuracy and record your final spend in a cost savings report.
TLC project managers are an extension of our team—they understand our internal process and will guide us through each step.
Our designated group air agent is our one point of contact for all air needs.
TLC will develop preferred suppliers to build us stronger relationships and negotiate larger discounts.
We’ll save money by leveraging TLC’s multi-billion dollar spend to our advantage.
Project managers are global planning experts who have our best interest at the center of every decision.
TLC will document details of each program, which makes it easier to replicate events.
Click on each service to learn more.
TLC will search for viable sites to hold your event, considering such factors as past event history, preferred dates, desired ambiance, anticipated event timing, planned Food & Beverage, etc. Once reviewing choices with you, TLC will schedule a one-day site visit to potential properties to ensure that the facility addresses all critical factors for conference success. They will then negotiate the hotel contract covering the use of space for move in, set up, storage, educational and social activities and move out.
Your TLC Project Manager will consult on or prepare an overall budget for the event you’re your review and approval, making recommendations as necessary. They will place an emphasis on compliance with Georgetown’s procurement policies and cost containment efforts, as well as research all expense items in detail and keep records of all costs. Additionally, they will use TLC’s extensive buying power to negotiate contracts on your behalf for vendor services (AV, printing, F&B, etc.) and supplies to secure the best price and quality.
TLC will source and manage RFPs for best-value vendors and sub-contractor services required for such services as A/V, internet and technical requirements, food and beverage, printing, security and signage. They will coordinate all services and monitor onsite delivery of goods and services per contracts.
TLC will supervise the design and distribution of save-the-date announcements, invitations, website graphics, conference agenda and program. They will collect program content from speakers and your staff, suggest a format for the final printed program, assist in proofing material submitted from the different sources, format and print.
TLC will prepare a meeting and financial summary for your review, participate in post-conference debriefing and provide “lessons learned” to provide a blueprint for enhancement of future conferences.
TLC will coordinate group air rates for all staff and attendees, using their vast buying power to secure reduced rates on a variety of major carriers.
Your TLC Project Manager will work with you to develop project plans, timelines and budgets, helping you develop a timetable of due dates, responsibilities and deadlines for all conference-related action items. Your PM will provide progress reports to designated leadership on event preparations and other highlights, as well as coordinate and participate in two formal meetings/conference calls per month with you and your team.
TLC will identify and manage an appropriate registration platform to provide web-based registration that provides excellent reporting, event pages with general conference information and automatic confirmations to registrants. They will serve as your conference registration headquarters, acting as a center for all correspondence, including telephone, fax, e-mail, Internet, and voicemail inquiries. They will provide you with real-time registration reports, as well as send up to four email blasts to registrants or non-responders regarding reminders, speaker updates, conference news, etc.
TLC will arrange all catering (including coffee breaks, breakfasts, receptions, lunches, dinners), and develop menus for food functions and social events in accordance with established budget parameters and special needs of conference participants.
TLC will supervise the performance of the venue and all vendors during the conference and expedite immediate handling of any problems that may arise onsite. They will monitor sessions onsite to ensure proper room sets, temperature, etc., as well as serve as the coordination point for all conference personnel throughout the event.
TLC will coordinate all technology needs for the event, including computers, microphones and other A/V equipment for large sessions and individual speakers. They will have onsite tech support to set up all equipment and troubleshoot any needs.