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Ask the experts Exhibition travel >> EF Travel is part of Exhibition Freighting which has now been working with all the event organisers in this industry for 30 years. As an agency we have been providing travel for people, alongside shipping the goods, for 10 years. We know who to talk to. Finally, because your main exhibitions are our core business, we are on site throughout, so can help you directly if your plans change while you are there. If you need an extra room, or to delay your return by a couple of days to accommodate a customer visit, we can make it happen. So you think outsourcing travel planning for exhibitions is a good thing? The list of things you need to do to put an exhibition together is seemingly endless. Piling it all on your plate is hardly a productive use of your time. The chances are you use a specialist shipper to get the equipment and the stand onto site. Why wouldn’t you use a similar specialist to get the people there, on time and in good condition? Rather than spend hours in front of your computer making individual arrangements and nervously comparing the countless different fares and rates with all their uniquely baffling conditions, you can make one phone call to a company that knows the event you are talking about and knows what you need. We can hold seats and rooms while your plans get firmed up. It is a big chunk of administration you can pass on, leaving you time to concentrate on the really important part of the planning: sales, customer service and getting the product out to the people who matter. I’ve been going to NAB and IBC for years – I know what I want and how to book it. If you are a regular at the big events then you may well have your own favourite places to stay. That does not ASK OUR EXPERTS 36 | TV-BAY MAGAZINE mean you will not reap the practical benefits of having someone manage the reservations on your behalf. Even in the regular venues, things change. For many visitors to Broadcast Asia, for example, the Pan-Pacific is the place to stay. Not this year: the hotel is closed for an extensive refurbishment. We spotted that early and booked plenty of rooms for our clients in what we think will become the new favourite place to stay. Call me to find out where it is! I want to look at an exhibition in a new market, but the budget is really tight. If you are going to an event in a new city, the last thing you want to worry about is whether you have chosen the right hotel, if you are going to be able to get from it to the convention centre, and if you are going to be mugged every time you step outside the front door. So talk to a specialist. Whenever we get involved in a new event we do the research to find out which are the best hotels at various price points. We visit as many as we can. We will certainly solve all the logistical questions. Our reputation depends on us delivering a safe travel experience for our clients. Because we will book multiple clients into our hotels, we also start the social interaction and networking which is such an important part of travelling to conventions. You know that if we suggest a hotel it is certainly a good choice, and the chances are there will be peers and friends staying there too. And, when those needs change – as they always will – then the same expert consultant is just a phone call away to help. No need to go back through endless electronic files trying to find all the terms and conditions on a direct booking. Talk to us and we will tell you what we can do – which almost always means we can sort the problem. If you get a new executive two weeks before NAB, we can find them a room. If you need to drop a room at the last minute, then we probably know someone who can take it. The important point is that you do not have to take time out to do this: call and we will sort it. This all sounds like a great service, so there must be a big price tag. We guarantee to get you the best rates – and sometimes our rates are a lot better than anyone else – then we add a small management fee on top. No secret: we make it clear what we are charging, and what you get for it. If your booking is perfect first time and there are no changes required at all, then the management fee is still going to be less than your time organising the flights and hotels. If, as is more likely, you need to change an unchangeable reservation, then our service will more than pay for itself rather than throwing away a ticket and starting again. The travel industry relies on repeat business, so no agency can alienate clients by charging high fees and not delivering. For an industry-specific specialist like us, that is doubly true: if we upset clients not only will they not come back, they will tell their friends and then we have nowhere to go. However hard I try to nail down everyone’s requirements, someone always wants to make a change to their plans, which Use us as a resource, talk to us when always ends up costing a fortune. you are planning each exhibition, and A specialist travel agency, which understands the broadcast business, will be able to discuss your plans with you and help decide the best course of action. We make sure you get the right reservations for your needs. POST YOUR QUESTION ONLINE: Search ‘tvbay’ Tel. +44 (0)1635 237 237 Email. trust us to get you and your colleagues there. We do what we are good at and leave you more time to do what you are good at: bringing great innovative products to the world of broadcasting.