Case Study: A Large Life Insurance Provider

Client sees third party outsourcing as win/win for internal meeting planners. Client sees third party outsourcing as win/win for internal meeting planners.

Situation

With eight meetings to manage each year, the client’s internal meeting planning staff needed help. As is often the case, the planning and management of these meetings was one of many responsibilities the staffers held. Their limited time was consumed by managing meeting logistics, leaving little time to apply strategic thinking to this important company function. While the additional help provided by an outside firm could be seen as a positive step, internal planners often worry that it will result in minimizing their role in the organization, while adding the headaches of supervising third party staff.

Solution

The client recognized the need to expand and elevate the internal planning role so that meetings could be better aligned with company goals. They created a full-time position of Director, Planning and Travel Services, and engaged Maritz Travel to provide the experienced logistics “arms and legs” needed to support her efforts. Maritz’ extensive relationships with premier meeting destinations offered the client additional options and buying power. Now the planner has more time to develop strategic approaches that lead to more successful conferences.

Results

The client’s Director, Conference Planning and Travel services is thrilled with the partnership she has with Maritz. She dismisses fears that many meeting planners have about working with third parties. “I actually have a better relationship with management because of working with a third party. I think it can give an advantage to the planner to be more strategic,” she said.

She also likes the depth of resources that Maritz offers. The company’s conferences all happen in a short period of time and the Maritz team can expand or shrink according to her needs. When she needs “all hands on deck,” she knows that Maritz has the deep resources and expertise to back her up.