The UK’s Largest Independent Funder of Cardiovascular Research

For over 60 years, this charity has been at the forefront of pioneering life-saving cardiovascular research, successfully halving the number of deaths from heart and circulatory diseases in the UK. Additionally, the charity provides essential support and information to the 7.4 million people living with these conditions.

Before partnering with arrangeMY in 2019, the charity had previously engaged with a technology-led Travel Management Company (TMC) that adopted an online-first approach. However, they recognised the need for a service provider that could offer comprehensive online and offline support. While self-service options were useful, they often fell short when it came to managing complex bookings or detailed briefs.

Key Requirements

• Consolidated invoicing for two divisions: Retail and Operations
• Full bill-back capability and a comprehensive review of account procedures
• Complete visibility of travel expenditure
• A one-stop-shop travel solution, including venue sourcing and event management

Our Solution

We began by conducting a thorough analysis of hotel accommodation suppliers, comparing negotiated corporate rates with those offered by budget-friendly brands like Premier Inn and Travelodge. Considering the charity’s travel policy and the need for accommodation for Head Office meetings and retail purposes, we determined that booking with budget brands best aligned with their requirements in terms of both rates and locations.

This approach allowed the charity to maintain its partnership with Travelodge. In addition to facilitating this collaboration, arrangeMY assisted the charity by conducting inflationary rate reviews and providing analytical support to refine their Travel and Expenses Policy.

Our relationship with the charity extends beyond that of a traditional TMC. When they sought guidance on reconfiguring their office post-pandemic, they turned to us for our expertise.

Working closely together, we conducted a comprehensive competitor analysis and sourced local venues for meetings and events. This collaboration helped them explore the feasibility of subletting their office space for conferences and bookings by other organisations.

Throughout this process, we presented the charity with various options while providing insights into associated risks and opportunities. We also outlined operational constraints, costs, and potential liabilities. Our partnership with the charity exemplifies the trust and collaboration we strive to achieve in every engagement.

Successes

• Implemented separate consolidated invoicing for Retail and Operations
• Introduced travel clinics, drop-in sessions, and remote training to encourage best practices among bookers
• Achieved an impressive online adoption rate of 88.84%, broken down as follows: rail 94.98%, air 64.42% and accommodation 54%,
• Attained a policy compliance rate of 93% in 2023, which increased to 98% in 2024

Client Testimonial

“After contacting arrangeMY regarding my hotel booking, I received exceptional service. They kept me informed about the progress and quickly provided confirmation. Brilliant service from arrangeMY – thank you!”