Suppliers negotiation

- UTE is committed to select the best local suppliers to guarantee the best value as a result of a strategic negotiation process including both, general conditions for the collaboration with the suppliers and the specific conditions negotiated for each group (price, deposits, cancellation penalties etc.).

- UTE understands that negotiation is something different than simply requesting services and accepting the supplier’s proposal.

- Every request will be negotiated in order to get the most competitive conditions adapted to our Client’s need (price, deposits, cancellation penalties, etc.).

- All hotel, transportation and venue services will be always secured by contract.

Proposals

- Same day (2 hours maximum) acknowledgement of receipt will be sent for all inquiries.

- For complex operations our specialists will call the Client in order to clarify all necessary items and request any additional information such, which may help us improve the proposal.

- If operation dates are known, space will be always blocked for hotels, venues and other services that are specifically mentioned in the offer with its name. To avoid unwanted cancellation penalties these tentative reservations will be made with an automatic release whenever possible.

- Replies on basic issues will be made within 24 hours from the reception of the request

- Replies on global issues will be made within 72 hours from the reception of the request. In case this is not possible (complex operations, prices not yet ready), a first reply will be sent within the 72 hours dead-line, proposing the available services and informing the expected date to complete the proposal.

- A follow up will be made 72 hours after the complete proposal has been sent. For complex operations this follow up will be made by a phone call to verify that the offer included all requested items, checking if the proposed services were adapted to their expectations.

Operations

- As soon as the proposal is accepted, UTE will reconfirm all reserved services inform the local suppliers, airline, the DMC and/or other suppliers. Depending on the choice of supplier, UTE will take care of allotments of airline seats and hotel rooms.

- UTE will appoint a project manager as its main interlocutor for the whole operation.

- UTE will send a contract with the Client including the payment and cancellation conditions.

- UTE will always recommend organising an inspection trip to enable checking by the Client theproposed services and sites to avoid any possible misunderstanding in the proposal.

- To control complex operations UTE will prepare a translog (minute-by-minute road book) containing the itemized itinerary with the who-what-when of all services and the checking process including contacts, telephone numbers, addresses and other agreements. The Client will receive an identical issue.

- UTE will request the Client to have a briefing session upon arrival to destination to revise the scheduled itinerary and services to get the approval.

- In complex operations, UTE will request the Client to have a daily debriefing session to revise the services provided and get a written acceptance of the additional services requested on spot with their prices and conditions.

Invoicing and payments

- UTE will send the final clearing as soon as possible but maximum within 14 days from the services ending.

Follow-up

- Three days after services ending UTE will send to its client an evaluation form of the services provided.

- In case of remarks or complaints, UTE will take the necessary steps to provide its client with an answer/reaction within 7 days. If necessary UTE will negotiate with the suppliers to get an acceptable solution.