CONFERENCE PLANNING DOING MORE WITH LESS. Copyright 2009 School Nutrition Association. All Rights Reserved.

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1 CONFERENCE PLANNING DOING MORE WITH LESS

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3 OR SHOULD WE SAY DOING MORE ON LESS

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5 NOW THAT WE ARE DOING MORE ON LESS. ITS VITAL TO FIGURE OUT EARLY WHAT YOU ARE GOING TO STOP DOING

6 CHOOSING THE RIGHT SITE FIRST STEPS Develop an RFP Outline the conference goals Create a profile of the Meeting- information on organization, attendee demographics Do your homework to anticipate growth or attrition in attendance from the previous

7 Use the local convention and visitors bureau Consider Tier 2 cities that can offer you more for your money

8 CONTRACTS TO A BETTER BOTTOM LINE

9 KNOW THE VALUE OF THE MEETING ASK FOR EVERYTHING AND ANYTHING

10 NEGOTIATE NO ATTRITION NO DEPOSIT COMPLIMENTARY MEETING SPACE 1 PER 30 OR 40 COMP ALLOCATION AIRPORT TRANSFERS COMPLIMENTARY AM/PM BREAKS NO PACKAGE RECEIVING FEES

11 NO RESORT FEES REDUCED STAFF RATES COMPLIMENTARY INTERNET SERVICE FOR OFFICE AND GUEST ROOMS COMPLIMENTARY PARKING COMPLIMENTARY TELEPHONE IN OFFICE DISCOUNT ON F&B AND AUDIO VISUAL

12 BEFORE YOU SIGN THE CONTRACT Never sign a contract unless you agree with it in its entirety. Cross out or edit clauses with which you do not agree, initial them and more importantly have the supplier counter-initial.

13 RE-NEGOTIATING EXISTING CONTRACTS

14 RE-NEGOTIATING CONTRACTS Communicate budget changes Adjust room blocks/cancel attrition fees Discounts on Audio visual and food/beverage Lower current room rates Ask hotel to offer booking incentives to attendees

15 Marketing with Cents

16 INTERNET MARKETING THROUGH SOCIAL MEDIA: CREATE A BUZZ ABOUT YOUR MEETING

17 SOCIAL MEDIA OUTLETS BLOG TWITTER ONLINE GROUP PAGES Google groups, Facebook, MySpace, etc

18 Internet Marketing Costs a fraction of print mailers marketing Listserves Website

19 Building Attendance Without Expanding Your Budget

20 SMART MARKETING Offer discounts for multiple attendees from same organization Enter attendees who register by a certain date into a drawing for incentives-i.e. free hotel room, comp registration next year, etc.

21 SMART MARKETING Use all types of contact- mail, , phone calls, etc. be sure to have a large number of touches with all prospects Focus heavily on those that have participated in past or inquired Create a Value of the Meetings sheet Create a Convincing Your Supervisor sheet and Dear Boss letter

22 Partner with Stake Holders Work with hotel to offer enticements/discounts in outlets Cross-promote meeting with other industry related organizations Exhibitors/potential exhibitors Board and/or Programs committee members Work with the CVB

23 SAVE MONEY ON PRINTING Graphic Design students Bids from 3 companies Learn the Lingo Consider photocopying Work with the CVB

24 Strategies to save on Speakers and entertainment Use Members or local speakers Set travel guidelines Use local groups Hire early-lock in rates Piggyback Sell Speaker s books/cd s

25 Save on Staffing Use Members, Volunteers, Interns Hire Temp Staff Pay staff per diem

26 Save on Transportation Keep Events close Promote public transportation Distribute Airport Shuttle vouchers Negotiate Complimentary VIP service Have Wellness Walks to events GET SPONSORS

27 Save on Food and Beverage Know your history Lock in Menu Prices Control what s served Ordering-Bulk vs. Per Person Order on Consumption Basis Speak with Chef LINES ARE OKAY

28 WATCHING AV COSTS Meet with Audio Visual Company Bid services Negotiate complimentary equipment/services Buy your own laptops/lcd s Travel with extension cords/masking tape Piggyback again

29 There are many other ways to save without hurting your programs. Groups such as ASAE, PCMA, etc. offer training and online resources.

30 Resources