W.E.TRAVEL

Online Meeting Planner - W.E. Travel Meeting Services

W.E. Online Meeting Planner is an exclusive W.E. Travel on-line meeting and event planning system that integrates our Galileo reservation system and our Events Conference software. For meetings of 10 - 3000 we offer complete conference services including secure internet reservation and reporting engines for Demographics, Conference, Registration, Function, Accommodation, Travel, Exhibition, Speakers, Audit, Profile, merge letters and over 25 customizable, detailed reports. Site inspections, contract negotiation, preparation for the lowest prices and a fully functional on-site travel desk.

Custom designed to provide Canada's unions the best in conference and event services at the lowest price by combining the massive purchasing power of Canada's Labour movement and Canada's premier union travel and conference management company.

For both the novice and seasoned meeting coordinator, W.E. Online Meeting Planner is an extremely helpful tool that helps you plan meetings quickly and meet your goals with confidence. Be it top level board meetings, education seminars, bargaining sessions, complex themed events or conventions with 3000 delegates, W.E. Travel provides the resources necessary to make each special event a great success.

A PROPOSAL WITHIN 48 HOURS

Our W.E. Online Meeting Planner system is designed to ensure you will receive a proposal within 48 hours of your request.

Even short notice meetings can be planned this way. Once you have completed and submitted the from, your worries are over. Your form will be quality controlled by an experienced, professional event coordinator and transmitted to all the union hotels in your selected area for a quick bid of price and availability.

Our event coordinator will contact you to help you select the perfect meeting location and secure all the facilities you require and negotiate the hotel contract for signing.

Once you have established your destination you'll be assigned a hotel contact to assist with all your catering and special requests while W.E. Travel handles all travel and accommodation reservations and rooming lists for the hotels and client reports for you.

Once in the hotel, the designated co-ordinator will ensure your meeting's success by making it their top priority continuing your one on one relationship directly with the hotel while benefitting from the partnership of W.E. Travel's event management team and Canada's union purchasing power.

UPGRADE FOR THE MEETING PLANNER

We understand that the person in charge of the conference and your executives may require a little extra pampering, so whenever possible, any incentives, perks, comps and upgrades always go directly to you. You earned them, your the decision maker and we want you to enjoy them.

If you want to save time and money and find the best deal in one day, on-line, there's only one way to do it. W.E. Online Meeting Planner.

What is W.E. Travel Meeting Services?

W.E. Travel provides a world class meeting and conference system that provides event organizers with a powerful tool for managing every aspect of an event.

This modern, flexible and easy to use system is a truly unique travel, accommodation and conference package that combines not only the management of delegates, but also exhibitions, speakers, budgeting, cost accounting and project planning.

W.E. Travel has a proven track record in the union meeting and convention business. The company's commitment to ongoing development and support has positioned W.E. Travel as a national leader in meeting and conference management.

From the day an event is first conceived through to the final report, W.E. Travel Meeting Services effectively manages all details, leaving the organiser free to manage the important part of the event - the people involved.

Who uses W.E. Travel?

W.E. Travel is so flexible that a diverse range of organizations use it every day to streamline the management of their meetings, conferences, seminars, conventions, exhibitions, events and travel.

Conference and Meeting Planners

Harnessing the buying power of Canada's Union group and individual room nights, W.E. Travel can offer every Meeting Planner major benefits including powerful rate and function space negotiations, hotel contract preparation, internet, fax and phone hotel accommodation reservation management, delegate air and rail travel discount contracts and internet, fax and phone reservations, comprehensive, flexible detailed reporting and high quality union customer service.

Convention and Large Group Travel Coordinators

In addition to the benefits of the conference and meeting planner, W.E Travel also offers detailed travel itineraries, accommodation confirmation letters, easy manipulation of group travel, document delivery, a housing bureau that doesn't abandon you 30 days prior, but stays with you throughout the convention with fast efficient dedicated service including on-site travel desks and secure internet reporting pages.

W.E. Travel features a sophisticated accommodation and travel management system that gets your delegates there seamlessly and ready for a successful convention.

Complete Conference & Convention Services

The comprehensive services to produce your entire event or deliver year round conference management for all your internal meetings, staff training, conferences and national conventions. Centralizing all your individual and group travel costs is the best way to reduce costs, control spending, analyze every travel dollar, eliminate big expenditures and take total control of your second largest expense... travel.

W.E. Travel can assist organizers with a complete number of benefits including conference registration, invitations, name badges, certificates, attendance history, marketing profiles, function attendance & allocation and the ability to accurately budget, record and reconcile costs.

A key benefit for large unions is a central database of all delegates. This eliminates the need to re-enter name and address details for each conference or seminar. Additional benefits include tracking hotel rooms purchased for our CAUS National Hotel Program rate negotiations, a large variety of pre-designed and customizable reports, project management policy and procedures and have the same union travel professional that books your day to day travel assist you with all your convention requirements.

Choose the W.E. Travel Services that are right for your next meeting or convention

Delegate Information

Records first, middle and last name
Title, salutation and position
Private or business address indicator
Automatic postal code/zip code look up
Fast search facilities
Interface to a master file/mailing list
Automatically checks for duplicate entries
Automatically copies details from a similar record
Merge letters/labels
Demographic statistics reporting
Billing Address
Interfaces to Winfax Pro & Eudora Pro Email for broadcasts
Unlimited notes for each demographic entry
Notes can be included in merge letters
Tracks correspondence history
Notes can be classified by type and user
Searching by keywords
Stores unlimited information on an individual and/or organisation
Sophisticated selection criteria
Statistics reports
Survey/questionnaire facility
Ability to purge old profile data

Accommodation Services

On-line, real time hotel reservations
Fax reservations
Fax and Email confirmation letters
Housing instructions
Hotel and convention centre links
Multiple hotels and room types
Manages shared rooms
Records special guest requirements
Accommodation details can be confirmed in merge letters
Records comments for hotel rooming list
Records guests' Credit Card details for use by the hotel
Manages accommodation changes and cancellations
Records deposit or full accommodation payments
Full and updated rooming lists
Statistics reports on rooms booked and used

Travel Services

NO SERVICE FEES
Airline discounts and contract negotiations
Bilingual Air travel reservations
Internet and fax reservation request forms
Document delivery
Air travel high low report
Complimentary tickets earned and usage management
Coach/limousine requirements
Car rental requirements
Group travel and block seat allocations
Caters to fully independent travellers (FIT)
Detailed booking lists for the airlines
Prints itineraries
Payments and deposits recorded
Travel details can be confirmed in merge letters
Arrival/departure lists
Manages travel amendments and cancellations
Unlimited travel sectors and transfers
Manages transfers

Function Services

Controls attendance numbers
Registers attendance at workshops/concurrent sessions
Manages any social programs
Table allocation for major functions
Provides Hotel contact for food and beverage selections
Print tickets
Function details can be confirmed in merge letters
Statistical reports
Function attendance lists

Conference Services

Registers attendees for the conference
Registers attendees for pre & post conference activities
Unlimited registration fees/types
Accompanying person and child registrations
Print name badges
Registration details can be confirmed in merge letters
Conference attendance numbers
Tracks professional development hours/points
Lists for local, provincial & national conferences
Manages block bookings

Internet Services

On-line, real time hotel reservations
On-line transportation requests (Reservations coming soon)
On-line Meeting Planner - Request for Proposals
Receive intent to attend/mailing list entries
Receive delegate registrations
Receive speaker abstracts
Generate personalised e-mail
Generate reports as secure web pages for Coordinators
Secure credit card server

Speakers Services

Records the Speech schedule
Current status of the speech (eg: reviewed, accepted)
Records type of Speaker(eg: Keynote, Plenary, Workshop)
Records the date, time, stream, session of the speech
Order of presentation
Venue and room allocation
Details of the Chairperson and Co-authors
AV requirements
Speakers' checklists
Speakers' details can be included in merge letters
Speech Title can include scientific characters

Exhibitors Services

Booth and/or floor space allocation
Availability of booths/floor space
Signage requirements
Exhibitors' checklists
Move in/move out schedules
Additional requirements (eg: power, furniture)
Name badges for stand staff
Payment schedule
Exhibition details can be included in merge letters
Records exhibitor preferences

Customised Report Designer

Air "high/low" reports and summary reports
Complimentary ticket management - earned & used
Accommodation history reports from previous meetings
Accommodation usage reports by hotel
Reconciliation reports
Include logos and graphics
Multiple levels of subtotaling and data grouping
Ability to customise over 50 standard list templates to your exact requirements
Secure web page reports for Coordinators
Event summary reports

Budget and Audit Services

Automatic or manual receipt number allocation
Process Cash, Cheques, Credit Cards
Print receipts
Print bank deposit forms
Coordinate multiple bank accounts
Print invoices/refund notices/statements
Audit transaction lists
Full financial history of each delegate's payment and refunds
Records GST
Simplified Accounting System for Conferences
Multiple revisions of fixed and variable budget items
Comparison of budget to actual
Records all expenses
Produces reconciliations by supplier and account type
Client/Debtor Invoicing
Creditors Module
General Ledger
Account inquiry facility
End of Conference Processing
Sophisticated Security