Clients – Are They Not That into You??

I’m sure this is how many freelance Travel Directors (TD’s) might be feeling these days when it comes to the relationship with their meeting planner clients. I have heard comments from many TD’s that clients are not returning their calls or emails and they feel abandoned. Everyone is highly aware that business has slowed down, but closing the lines of communication all together can send mixed signals to freelancers, especially your top-level Travel Directors whom you were once eager to book for ALL your projects.

If you are a planner that previously relied on freelance TD’s to ensure the success of your meetings, events and incentive programs, below are a few tips for managing this relationship when business is slow.

1. Keep Lines of Communication Open
Send an email to your freelancers letting them know the current status of your organization’s projects for 2009/2010. If you are not currently hiring but planning to keep them on your database list, please share this information.

2. Refer a Travel Director
Referrals can be the greatest gesture of appreciation. If you are unable to hire freelancers but know other planners who are, share your contact list and refer a TD. I have never understood companies who kept their list a “secret”. Just like many small businesses (printer, transportation, entertainment, etc) TD’s survive on referrals. Treat them well and they will keep you at the top of their priority list too.

3. Negotiate Compensation
If you are unable to pay previous compensation rates due to budgetary constraints, take the time to contact your Travel Directors and ask if they can be flexible at the moment. TD’s are willing to negotiate now more than ever. However, treat freelancers like any valuable vendor and offer reasonable compensation rather than low balling in hopes someone will do the work for nothing.

4. Respond & Follow Up
When one of your Travel Directors calls or sends you an email, please follow up within 24 or 48 hours. Even if you have nothing to offer at the moment, at least respond letting the person know you will be in touch should something change. Thank them for their service and all they have done for your organization in the past. Many of your TD’s have spent months, maybe years providing you and your clients with superior service. We all need a little reassurance that it is nothing personal but just a sign of the times that they aren’t being hired at the moment.

Now is the time for all of us within the hospitality industry to work together and support one another. Treat your Travel Directors like any vendor you have come to rely on to be a successful meeting planner. With so many Travel Directors out of work, many are being forced out of the industry all together. This is going to have a significant affect for the industry once business picks up.

When planners are consistent and responsive regardless of economic times, it provides open, honest and successful relationships with freelance contractors eliminating any worry that you - are not that into them.

Want to learn how Travel Directors can save you time and money or need a Travel Director referral for your next meeting, event or incentive program? Contact International Network of Travel Directors, the #1 online resource for meeting and event planners to connect with on-site event staff, travel directors and tour guides.