Mary Frakes recently went on a business trip for her organization in Atlanta, GA.   We have created a separate page to display the article she provided.  It is quite detailed, but quite interesting. It is in two sections:

Wow!!! I sometimes wonder when I will awaken from my dream. I also wonder how in the world this little country girl is going to do in New York City next week!!! Yep! I am going to NYC for 2 nights, 1 day of what might be grueling work, and some fun too!

Michelle, my Operations Manager asked me to "Contact Tony at SAS and find out about Centralized Ticket Billing". Well, that made about as much sense to me when I first read her email, as I am sure it does to you. Because she had sent me the message as if I understood the code, I dared not tell her I was clueless, so I started doing some Internet checking. 

I found out that SAS was her own nickname for Sasomni.com, which is a firm that dictates to our corporate headquarters which venders we are allowed to use. They do explain why we prefer one to others, and will allow, in extenuating circumstances, the use of other "non-approved venders". 

When I first started working for Porter Novelli, I learned quickly that a vender can be anything from the woman who waters our plants, to the guy who delivers our sodas; but the preferred or approved venders are the companies like Xerox, IBM, Compaq, Hewlett Packard, and lots of others.

Sasomni tells us which airlines to use, which travel agency we should use, which hotels we can stay in, when we travel for business, which telephone company we should deal with, and so on. For the most part, these larger companies have worked out deals with Omnicom/Sasomni or Porter Novelli to ensure that we get the best prices of things like paper and pens for the office, or computers and copiers. Some offer not only discounts, but rebates at the end of the year, or other enticements to get our business.

When I started looking into Sasomni, I learned that there were TWO Tony's listed in the people to contact with questions. One was the president, and the other was in charge of travel. 

That's when the light bulb went off over my head! I had remembered from a casual conversation over a month ago, that Michelle said that our General Manager, Kathy, wanted to get our office set up for Central Ticket Billing for TRAVEL, or at least that was what I thought I had remembered. I wasn't totally sure, but I thought it would be worth a try, so I clicked on the area of the web page under his name, and sure enough there was a whole section on Central Ticket Billing. 

Basically this enables an office such as ours to have ALL business travel for our employees billed to ONE CENTRAL account - rather than the way it is being done now: Each of the 35 people, when traveling, orders a flight, hotel, car, or whatever and charges it to his or her own corporate credit card. 

EACH person, in turn submits a separate expense account and is reimbursed for the charges to the card, creating 35 different scenarios for the accounting people. The Central ticketing program would at least create one bill for the accounts people, and would have all the travel listed in one place for the monthly reviews. In theory at least.

I emailed this particular Tony in New York and asked for more details. I asked how we could get involved in this, as the web page did not allow for signups there. Within half an hour, he emailed me and told me to call him at a particular phone number. I did. He explained me into a state of utter confusion. 

We must have talked for over an hour, and he had me asking more and more questions - not only about this one area, but other activities and I wanted to know WHY one vender might be an approved vender, even when they did not offer the best service, or best prices. One example I gave him was the travel agency we are supposed to use. 

We can often find cheaper prices by going online and ordering the tickets from the airlines ourselves. Well, since the travel agency falls under his domain, he suggested casually, I thought, that I should fly to New York to talk further with him and his colleagues. He told me he would also take me to visit the Corporate Porter Novelli offices, where are located on 42nd street. (His office is located on Madison Avenue). 

I laughed and explained that I am "only" the office administrator, and I had no money for this kind of trip, let alone a budget for it. He suggested that I get permission from my operations manager and he would arrange the flight for me.

I never knew it could be so easy. Michelle agreed without hesitation. My office will have to cover hotel and meals - but I don't expect the meals to be a problem, because I have already told several people who are in New York (two in New Jersey) of my trip and they are already planning to meet with me and take me out! The two from New jersey handle our subscriptions and have been invaluable to me. 

One, in particular, Donna, became so excited when she found out - that she started asking me where I'd be and told me that if she can't clear it with her boss to extend her lunch on Thursday, she will drive the half hour after work to join me for drinks!

Tony promised to arrange for me to stay at the Omni Berkshire Hotel at a corporate rate, and he said he would try to get my room upgraded once I arrive.

I will be doing my own version of Public Relations for the Atlanta office - -I am taking gifts with me - shirts for some women who work with Xerox that have been especially helpful, some Koozies, pens, and stress balls that have our logo on them, and if I have time, I want to prepare some logo cups with candy to take with me. 

Unless I do some major shopping in the evenings, my take home luggage will be seriously lighter than my initial cargo. On a local level, I have found that giving out simple little gifts not only is appreciated, but it makes people remember who I am. Even though it might be their job to provide a particular service to my office, if I have given them a mug of m&m's in our company colors, with our logo on the mug - when they see me again, whatever problem I might present is treated with not only priority, but genuine concern. That old saying about "you can get more bees with honey than you can with vinegar" surely applies to people too.

I'm very excited about this trip. Curtis tried to think of a legitimate reason to accompany me, but he decided there were none. Some day, he and I WILL go to New York together - but this is my chance to be on my own there.

Donna, from the subscription service, is about my age, and amused me when she asked if I had ever been there before. When she learned that I had not, she felt a need to warn me NOT to wear my purse on my shoulder, NOT to count my money outside of my hotel room, NOT to look strangers in the eye, and NOT to go out at night alone. I promised her, and I am promising you, that I will be safe and practice caution. I think that I already have made enough New York contacts that if I did choose to go out in the evening, I would have no problem finding a companion. 

In fact, Tony suggested that he might just get a whole gang together for my second night there, if I was willing to be with them after working with them all day long. Most of the people that I have spoken with are very friendly, and Curtis said that he has found the New Yorkers to be more friendly than the people in Atlanta. I will reserve my judgment until after I have met them.

Matt and Curtis are both excited for this opportunity for me; all three of us are excited about our trip to South Carolina on Friday. I don't have my flight plans yet (will have them Monday), but when I return from New York, I will probably come to the office for a few hours - -if Curtis can get away, and there are no emergencies requiring my attention, I will try to leave the office before 4 and hopefully drive to SC. I suppose I should just pack a New York bag and a South Carolina bag before Wednesday so I don't have to fret over re-packing when I return.

I'll keep you posted!

Love, Mary

I don't think I could have dreamed a better week for myself. My flight leaving Atlanta left an hour and half later than scheduled, and I was prepared to sit alone to wait, but Curtis stayed with me the whole time. He made up for the time by working later that evening.

When I arrived at LaGuardia, I did not immediately see my greeter, but after a phone call to the car service, we found each other. She helped me to my car, where cold water was waitin for me. He was friendly and suggested places of interest I might want to see, and how to get there. He dropped me off at the New York Palace, where I found a marvelous room at half the normal price. My room in this 3 star, 5 diamond luxury hotel actually cost less than the one where Curtis has stayed when he was in NYC.

My room overlooked Madison and Park Avenues. I could see St. Patrick's Cathedral from there, as well as Radio Music City Hall and lots of places I could not identify. I was in the heart of Manhattan! As I settled in, and was dialing Curtis to tell him I'd arrived safely, I saw two welcoming notes: one from the hotel manager, and another from my sponsors at Omnicom.

I had a gift of fruit, chocolates and a delightful light red wine. It was light and sweet - I am sure you would have enjoyed it to, even though you prefer the lighter wines. I knew I did not have much time, because a meeting HAD been set up for my original flight arrival. I missed it. I called Omnicom after I talked with Curtis, and expected to be instructed to take a cab somewhere, but instead my host told me he'd be right over. It turned out that Omnicom's office was directly across the street from the Palace Hotel.

I was introduced to some of the company's movers and shakers and had the chance to ask questions that have been long burning in my mind about the inner workings of the organization. It was a very informative and informal gathering, but I learned a great deal. I also managed to do something that my general manager has been wanting for the past two years. THAT made me proud.

I was treated to a delicious dinner at a nearby restaurant, and was in my room, ready to sleep by 9. The next morning, a woman named Claudia met me on 5th Street and after showing me around her office and telling me a little about her area of expertise, she walked me to 42nd street where our corporate offices are. I had a great time walking around finding people that I had talked with or emailed, but never met. It's amazing, I carried a sack full of koozies and pens with our logo on them - gave them out, and made people smile. Giving little cheap gifts made them feel they could take time out to talk with me. I guess I was on my own personal PR trip - I know they won't forget me, so when I call with a need or request, they might think a little more fondly of me and do what I need a bit quicker.

Claudia walked me down Park Avenue, which is truly a beautiful street, to my lunch meeting with the people at Xerox. THAT was when the royal treatment began! I was greeted with smiles and embraces, as if I was a returning family member. They gave me enough cups and stress balls for the entire Resource team. Jacqueline, who is my main contact there, also gave me a personal gift of a small clutch and some post cards.

I had lunch at a very impressive seafood restaurant with three of their vice presidents, and we just chatted as if we had been old friends for years! After lunch, we walked back to the office, and Iverston, the more senior of the group, gave the afternoon off for two people so that they could take me for an informal walking tour of the city.

Mary and Joe were great! I think they welcomed the chance to slow down a bit...they took me for a ride on the subway, and made sure that I slowed down in Grand Central Station long enough to look at the renovations there. We found an undergound mall where I got a few souvenirs, and delighted in the smells of the freshly baking pretzels, bread and bagels. The three of us watched the sun set, and became better acquainted at the World Trade Center. We could see New Jersey from the harbor, and the sunset was picture perfect! Mary left Joe and me to find our way back to the Xerox office, as she had a dinner date with her boyfriend that evening.

The adventure of the subway was beginning! Joe warned me that most people would be rushing home at this time. It was about 6:30, but Joe only rushed when we boarded the train, and urged me to not be timid. He told me that unless I wanted to find my way back alone, I might have to become aggressive and push my way on. We did allow two trains to pass us by, because they were entirely TOO FULL!

We still had to squeeze into the train that Joe decided to take, and it was tighter than "standing room only". Certainly not the place to be if you are not anxious to have strangers touching you. When we got back to the office, it was dark, and I was prepared to take a cab to my hotel. Jacqueline and Joe would hear none of that, and Joe walked me to my hotel. We talked about his scholarship from Xerox, and what a nice place that seemed to be to work. He promised to show me and Curtis the night life of New York when we are able to return, together.

I was exhausted when I got to my room! I called Curtis and then called Room Service for my dinner. I just got a beer from my in room bar, and had a coke later. Now, I have heard of fully stocked bars in hotels before, but this one, also had a stocked "Pantry" with snack food, a disposable camera, and a sewing kit too....of course the cost would be added to the room. Check out the next morning was relatively painless, and my car soon arrived to take me to the airport. I slept during most of my flight, and before I knew it, I was home!

Curtis met me and then drove me to the apartment, where we discovered a screw was in one of my tires. I took the car to the shop, while Curtis returned to work. After a two hour wait, I was told that my tire could not be repaired, but I could, naturally, buy a new set. Thanks but no thanks. I called Curtis to confirm that he'd not object, because we were SUPPOSED to be going to SC that night. He agreed and I came on home.

I called my mother to tell her to expect us on Saturday, after we got the tire repaired or replaced, but when I awoke Saturday morning, Curtis had another plan. I just had not considered this, but he IS brilliant! He suggested we might just rent a car for the weekend, and that is exactly what we did. I was thrilled with the idea, but when he paid for it - well I was doubly thrilled! We got to my mother's in time for dinner, and it did not take long for her to decide she wanted to adopt him!

After I made a few phone calls, I decided to take Curtis out to see if I might find anyone I knew. I didn't. One of my friends called and talked with my mother while we were gone (Matt's cousin, Jim had already come out and picked him up for the evening). The next morning, Curtis and I went to meet here, and she told me just how much my mother raved about Curtis.

We had a nice dinner with the family, although only about 3 dozen people showed up. Most of them were my brothers, sisters and their children and grand children. Curtis and I did enjoy ourselves though. We left after a few hours and once we were in Atlanta, Matt hit the shower, and then was off to see Cat, his newest friend (not quite a girlfriend, yet, he tells me). Curtis and I took the car back to the airport. He had made a point to get a Jeep Cherokee, so that Matt would have plenty of room. Since he had rented it, he had to be the driver, and we did not trust my car, with the screw in the tire.

Wow! I drove his Supra to the airport! Niiicccce... now, he has ridden with me when I drove it before, but this was the first time I drove his car alone. I am sure you know how men feel about their sports cars! I felt honored that he trusted me to drive it. On our way home, we stopped for pizza, only to discover neither of us had cash (and the place did not accept credit cards - - -as unbelievable as it sounds) so we came on home. It had been a full weekend, and and great ending to a wonderful week in New York.

Topping that off, I was interviewed today by a reporter for the Atlanta Journal Constitution for an article on early bird holiday shoppers. I will let you know the outcome of that later.

My fingers are tiring, and I am sure your eyes are too....