CONFERENCE PLANNING DOING MORE WITH LESS
OR SHOULD WE SAY DOING MORE ON LESS
NOW THAT WE ARE DOING MORE ON LESS. ITS VITAL TO FIGURE OUT EARLY WHAT YOU ARE GOING TO STOP DOING
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
Use the local convention and visitors bureau Consider Tier 2 cities that can offer you more for your money
CONTRACTS TO A BETTER BOTTOM LINE
KNOW THE VALUE OF THE MEETING ASK FOR EVERYTHING AND ANYTHING
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
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
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.
RE-NEGOTIATING EXISTING CONTRACTS
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
Marketing with Cents
INTERNET MARKETING THROUGH SOCIAL MEDIA: CREATE A BUZZ ABOUT YOUR MEETING
SOCIAL MEDIA OUTLETS BLOG TWITTER ONLINE GROUP PAGES Google groups, Facebook, MySpace, etc
Internet Marketing Costs a fraction of print mailers E-mail marketing Listserves Website
Building Attendance Without Expanding Your Budget
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.
SMART MARKETING Use all types of contact- mail, email, 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
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
SAVE MONEY ON PRINTING Graphic Design students Bids from 3 companies Learn the Lingo Consider photocopying Work with the CVB
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
Save on Staffing Use Members, Volunteers, Interns Hire Temp Staff Pay staff per diem
Save on Transportation Keep Events close Promote public transportation Distribute Airport Shuttle vouchers Negotiate Complimentary VIP service Have Wellness Walks to events GET SPONSORS
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
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
There are many other ways to save without hurting your programs. Groups such as ASAE, PCMA, etc. offer training and online resources.
Resources www.pcma.org http://meetingsnet.com www.pcma.org www.fusionmeetings.com/octopstory.html www.successfulmeetings.com www.asae.org www.uniquevenues.com