Being budget conscious is a necessity during tough economic times, but planners still need to deliver the optics of a great event. Here are some tips to keep in mind when planning your next programme, to deliver the ‘wow’ without breaking the bank. By Sandra Eagle, March/April 2009
- Is it possible to move the timing or location of your event? Destination locations that have high tourism allure reduce their pricing during the shoulder seasons. Second- or third-tier destinations (i.e.: those outside the major centres of downtown capital cities) often have amenities that compare to metropolitan hubs for a fraction of the cost.
- Look at where the bulk of your attendees are coming from. Does it make sense to relocate the event closer to the majority of your audience?
- Consider cutting the number of complimentary passes to your event and reduce the number of
staff, if possible.
- Eliminate open bars. If that’s impossible, think about reducing the time when it’s available — have it open for only 30 minutes, instead of an hour. You could also offer a minimum number of drink tickets, or offer only passed beer and wine. You can serve less expensive beer and wine when it’s poured out of sight.
- Ask for the venue to set up a standard instead of a premium bar.
- Shorten the conference schedule to reduce the time spent at lunch, and don’t serve dessert. Save it instead for the afternoon coffee break, so you won’t have to order more food.
- Eliminate continuous coffee service throughout a meeting or conference. Only serve beverages
at break time. Consider serving whole fruit instead of cut fruit. Uneaten whole fruit can be reused for breaks or buffets.
- Is there a possibility of having a buffet instead of a plated meal? You’ll save on wait staff and some of the items on the buffet can be used instead at an appetizer station before the meal.
- At breakfast, have the bagels cut in half, and serve mini-muffins instead of large ones. Marsha Jones, president of Brampton, Ont.-based The Spot Inc., says, “the buffet table will still look full, but smaller portions helps to eliminate waste and reduces cost.”
- Ask your preferred decor company what they have available that is not labour intensive. Creative pieces like lamps, candleholders and glassware can provide a ‘wow’ just as much as expensive floral and pieces built on-site. This can save you money on product, labour and delivery.
- Use existing decor within your chosen venue or hotel. Ask what furniture (couches and lounge chairs) the venue or hotel has available, to possibly use in cocktail or lounge areas. Then utilize what’s available at no cost and texture with things like pillows, tables and colourful throws. This will save you money on rental charges, while providing a contemporary feel.
- For smaller-budgeted campaigns, utilize your money where it counts. Entrance treatments and secondary rooms are not necessarily needed. Spend money on the main space to provide the biggest bang in one centralized location.
- Decor trends are leaning towards the minimalist approach. This is great for your budget! Less is more and a good design team will know how to utilize colour and textures within large spaces to create a more intimate feel.
- Try to reduce your printed promotion. Make it very targeted or use it for your “A” prospects only.
- Ensure that e-mail communication includes a sense of urgency, and make sure that they are updated frequently. E-mail communication with a sense of urgency can drive attendance to an event, i.e.: ‘space is 50-per-cent sold
- Do you need to prepare information binders for participants? Consider printing on both sides of the paper and using fewer tabs in the binders. Could folders be used instead?
- What type of handouts do your attendees need? Consider giving USB sticks, conference CDs or drive participants to a company website to review conference presentations or download handouts.
- Create re-usable signage and banners (no dates) for core signage i.e.: directions, welcome and registration desk.
- Be conservative with your guestroom block and attendance figures. All of your hotel costs are calculated based on your contracted estimates.
- For more ideas on how to save money at your next event — visit meetingscanada.com.
– Sandra.Eagle@mtg.rogers.com
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