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Media travel management: how a TMC adds value to travel programmes

Reed & Mackay Hall: BTSE Stand: K50
Media travel management: how a TMC adds value to travel programmes

Moving people and equipment quickly and safely worldwide needs a network of partners that spans the globe. A travel management company (TMC) can provide customised solutions to meet the specific needs of the industry.

 

As the global entertainment and media industry is expected to reach $40.36 billion by 2029, it is vital these organisations overcome travel challenges so they can remain operational. Additionally, with the industry focusing more on sustainability reporting, here are four key reasons these challenges are easier to navigate with the support of a TMC.


SOLUTIONS FOR COMPLEX TRAVEL NEEDS

Speed is crucial for media companies; chasing news, in particular, is reactive and urgent, operating 24/7. Furthermore, there are often last-minute requirements for travel for producers, engineers and talent, as well as executives. TMCs have built up strong relationships with suppliers to deliver bespoke travel packages, tailored to manage clients’ complex needs. And dedicated consultants’ negotiation and communication skills are crucial components for a media organisation, which typically involves multiple external stakeholders.

“We work closely with our suppliers to co-ordinate the movement of multiple crew members. We book them on the same flight and negotiate to add any extra baggage allowance for media equipment,” Reed & Mackay Operations Team Leader Lisa Bryan says.

COMPLIANCE AND POLICY SUPPORT

Entertainment and media companies, like other sectors, will soon need to comply with global sustainability rules, such as the Corporate Sustainability Reporting Directive.

TMCs can support media organisations as they become CSRD compliant. They can provide eco-friendly travel alternatives and share the environmental impact of journeys. Reed & Mackay’s technology, for example, shares a detailed view of CO2 performance data from business travel.

Furthermore, TMCs provide guidance on visa updates and border regulations to ensure seamless travel for clients, a crucial requirement for the media and entertainment industry, given its global scale.

COST-SAVING OPPORTUNITIES

The transportation of large crews and their equipment can be a major cost in media travel management. “Good relationships with suppliers also help us negotiate better rates from airlines for the extra baggage these organisations need to take,” Bryan adds.

“Furthermore, the dynamic nature of the sector means plans can change quickly. Last-minute adjustments to schedules are common. The enhanced flexibility of working with TMCs enables organisations to make travel changes without affecting business operations.”

And a dedicated TMC can provide additional specialist knowledge, such as suggesting hotels that are media-ready for crews and talent alike.

RISK MANAGEMENT & EMERGENCY RESPONSE

Each organisation has its own duty of care obligations to its employees. A TMC can provide risk assessments and robust emergency response plans when media teams travel, whether that’s to high-risk locations, planning ahead for travel to major national and international events or ensuring the correct media visas are in place.

Media companies can take advantage of a TMC’s worldwide partners to help with risk assessment and emergency support, as well as helping with contingency planning. Reed & Mackay’s incident management unit operates 24/7/365. It proactively anticipates potential issues and 94% of the time reaches out to clients with updates before they initiate contact. 

If you’d like to find out more about how Reed & Mackay supports media and entertainment organisations, get in touch

Or mail hello@reedandmackay.com to discuss all of your travel and event management needs.

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