CASE STUDY: Operational Efficiency

CTM Sport created a bespoke, centralised platform that brings every aspect of a customer’s travel and accommodation programme into one intuitive dashboard.

From traveller-level budgeting to financial reconciliation and project oversight, the platform gives a consolidated view of flight costs, departmental spend, and tournament-level breakdowns. With the ability to filter costs by transport mode, the customer now enjoys precise, accurate, and fully transparent budget management—revolutionising the way they work.

Read on to learn more.

Overview

Our customer is a leading global media and entertainment company that connects audiences with the greatest sporting events in the world. Ahead of the UCI Mountain Bike World Series 2025, we streamlined travel data for 15 tournaments into a single automated hub to simplify reporting and eliminate time-consuming manual processes.

Challenges

The customer had highlighted that their previous TMC’s limited reporting capabilities meant their only option was to exchange report spreadsheets via email. On top of being difficult to manage and organise, it was very difficult to gain full oversight of travel spend and left potential for inaccuracies caused by human error. Travel managers and bookers needed a simple way to quickly provide accurate financial updates to senior stakeholders.

Solutions

We designed and implemented the platform to capture all aspects of service delivery (hotel contracting, costs, timelines, travel bookings). The centralised dashboard consolidates PO and traveller-level data for instant insights and offers precise budgeting at traveller level with costs broken down by flights, hotels, rail and car hire.

Working closely with the customer at each step, we set up collaborative workflows with bookers to streamline communications and organised regular check-ins to ensure smooth and maintained adoption throughout the season.

Results

Time Saved: 48 hours saved per season in passenger processing time versus email / excel process.

Holistic Project Overview: One central ecosystem, reducing follow-up communication and enabling faster decision-making.

Improved Efficiency: Finance and travel teams now have access to live, accurate information with a clear breakdown of costs.

Customer Satisfaction: By involving the customer and providing tailored support, adoption was seamless, and the customer reported greater confidence and satisfaction with their travel programme.

Testimonial

In the last few months, we have been using the dashboard to manage travel, accommodation and financial reconciliations. This new system has revolutionised the way we work and has encouraged the wider team to work in a more collaborative way. It’s a fantastic tool, not only from an operational perspective but also to give overviews and quick-fire updates to senior leadership. It's helped us to manage budgets and book more efficiently. I’d also like to add that Dan and team have been fantastic in transforming our requirements and needs into dashboard, grids and reports that have been so valuable to the way we work. Their knowledge of the industry has meant that explaining our needs has been an easy process and we have achieved data management in a way we didn’t think was possible!

- Director of Sports Travel Services - Global Media and Entertainment Customer -

The dashboard is very useful for the finance team to get access to live information on updated costs, with a complicated breakdown we must consider for our internal requirements. At our previous TMC, we had email exchanged excel files, this means it was complicated to organise the reports, and it was difficult to get a full oversight of costs. The dashboard offers that one common source of truth we can all refer to.

- Financial Planning and Business Manager - Global Media and Entertainment Customer -

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