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Other Added - 30 Tips for Keeping Meeting Expenses to a Minimum
Arguments aren't always bad things. Sometimes They're used to convince someone of an important point they may not yet realize.You've probably used arguments in this way most of your life in fact!Maybe you wanted to go somewhere and had to convince your parents that is was a good idea to let you go. So you argued your position with them.Maybe you wanted to buy a big ticket item and had to argue the value of buying it with your spouse!Arguments don't necessarily have to be shouting matches. They can simply be a device used to convince someone of something that you feel is important.It's funny then, how so few sales people use the art of arguing to sell their products. Wouldn't a person who wants someone to buy something from them want to try and convince that one that it'd be a good idea?Maybe it's because it's not such a good idea?Could be why s
18. Use industry experts. To save on speaker expenses, consider using industry experts whose companies often pay expenses. Alternatively, use local speakers where appropriate to save on travel expenses. However, check how good they are before hiring them. You may end up with a dud!
19. Avoid renting unnecessary equipment. Double check speaker needs for audiovisual equipment to avoid renting unnecessary items.
20. Keep signage simple and reusable. Consider investing in a laminating machine to make your own signs.
21. Discuss economical audiovisual setups. Limit the number of microphones needed. Check if the hotel supplies a complimentary microphone in each meeting room. Skirt a cocktail table instead of renting special carts for A/V equipment.
22. Use outside suppliers. Look outside the hotel for possible audiovisual suppliers whose prices may be more competitive than those in-house. However, the hotel may match the other supplier’s prices if asked.
23. Save on transportation. Use airport shuttles instead of taxis. If you have a sizeable grou
A facilitator adds value to your meeting by preparing the agenda, conducting the meeting, and writing minutes. All of these services free you to work on other tasks while getting the job done properly.A professional facilitator will help you save money by holding a shorter meeting. The most expensive part of a meeting is the labor cost of the participants. Estimate this cost for your last meeting by multiplying the duration of the meeting by the number of participants by their payroll cost. (I've seen groups waste over $50,000 on a single bad meeting.)A facilitator will help you get real results. For example, years ago, a group held three full-day meetings trying to resolve a difficult issue. Each of these meetings broke down after hours of painful arguing, bickering, and complaining. Then they hired me. My meeting lasted five hours and produced a list of realistic solutions, ra
Preparing and managing a realistic budget is serious business, but to score “big boss” points you also need to be a savvy negotiator and cost-cutting aficionado. To help you on your way, here are 30 tips in a variety of different areas to keep your meeting expenses at a minimum without losing quality you strive for.
1. Keep your budget flexible. Be prepared to build in a contingency of 10 percent into your total budget to take care of any unexpected expenses and emergencies. Unforeseen or overlooked costs such as, overtime, overnight mailings, phone and computer hookups or speaker substitutions could skyrocket your budget.
2. Check all invoices. Question anything on your invoices that doesn’t compute against the written quotation. Scrutinize your hotel/facility and food and beverage invoices while on-site. Ironing out discrepancies in person is much easier than over the phone.
3. Limit authorization. Only a select few should have the authority to charge items to your master account at the hotel. Make sure hotel has a list of these people, and refuse to pay for charges signed by unauthorized personnel.
4. Review accounts daily. To avoid any major surprises or heart failures when you see the final bill, review your accounts with the facility on a daily basis. It’s easier to spot errors or make necessary changes if costs are escalating in certain areas.
5. Schedule during low-usage times. If you have the flexibility, consider scheduling your meetings during low seasons or days of the week when the facility is less busy. Booking near holidays such as Easter, Memorial Day, and Labor Day might definitely be to your advantageous.
6. Ask for the best rates. Do your research. Check out the rack rates, corporate rates, AAA discounts and so on, and compare them to the group rates you’re being offered. Call the toll-free reservation desk for information.
7. Confirm and reconfirm your dates and event details. Overlooking a detail may cost you big bucks.
8. Request a discount for on-site payments. When the facility doesn’t have to wait for payment because you arrange to pay immediately after the event or as the meeting is ending, they may well be open to a discount for prompt payment.
9. Be conservative with room blocks. With more and more guests using discounted hotel sites for room bookings, attrition on unused rooms can get very expensive.
10. Negotiate comp rooms. As part of your discussions with hotel management, negotiate comp or discounted rooms for speakers, staffs and or upgrades for VIPs.
11. Understand your cancellation clause. Don’t sign anything you’re not completely happy with. Be certain that your cancellation clause is reciprocal, so that both parties get the option to back out of the contract before a specified date, in case of any changes to the original agreement.
12. Negotiate set prices. To help with your budgeting, arrange to pay a specified amount on food and beverages during your entire event, rather than a rate per person, per function.
13. Consult a tax attorney. Investigate tax laws for your business location and the event location. You may be eligible for tax breaks that you’re not claiming.
14. Keep room setup simple. Wherever possible use theater style (where only chairs are used) as it is less labor-intensive than classroom-style (which includes both table and chairs), thus lowering setup costs. Also, plan to keep setups the same from day to day.
15. Check into other groups. Find out about groups holding their meeting prior to and after yours and discuss staging needs. You may find that you can save on setup and teardown if you all have the same or very similar requirements.
16. Investigate sponsorship opportunities. Find sponsors to cover as many of your program expenses as possible, especially speaker fees, audiovisual equipment, and special meal functions.
17. Investigate grants. Although it might be a time-consuming exercise, you might look into specific federal, state, local or corporate grants that might be available for holding your meeting.
18. Use industry experts. To save on speaker expenses, consider using industry experts whose companies often pay expenses. Alternatively, use local speakers where appropriate to save on travel expenses. However, check how good they are before hiring them. You may end up with a dud!
19. Avoid renting unnecessary equipment. Double check speaker needs for audiovisual equipment to avoid renting unnecessary items.
20. Keep signage simple and reusable. Consider investing in a laminating machine to make your own signs.
21. Discuss economical audiovisual setups. Limit the number of microphones needed. Check if the hotel supplies a complimentary microphone in each meeting room. Skirt a cocktail table instead of renting special carts for A/V equipment.
22. Use outside suppliers. Look outside the hotel for possible audiovisual suppliers whose prices may be more competitive than those in-house. However, the hotel may match the other supplier’s prices if asked.
23. Save on transportation. Use airport shuttles instead of taxis. If you have a sizeable group
Banner stands can be very effective advertisement tools, whether used as table-top displays or massive outdoor banners. There are all kinds of banner stands to suit different tastes.For many merchants considering the use of banner stands, cost will be a factor, since advertising is dependant on budgets. For these circumstances, there are companies that offer banner stands that are attractive and appealing at discounted prices, thanks to cost-cutting technology in graphics and banner stand manufacturing.This article profiles a few of the opportunities to purchase high-quality discount banner stands online.TradeshowStuff.com offers discount retractable banner stands under the brand names Pacific Economy and Contender for less than $300 each. These prices include a printed banner plus a padded carrying bag. This online banner stand seller also has several other discount m
3. Limit authorization. Only a select few should have the authority to charge items to your master account at the hotel. Make sure hotel has a list of these people, and refuse to pay for charges signed by unauthorized personnel.
4. Review accounts daily. To avoid any major surprises or heart failures when you see the final bill, review your accounts with the facility on a daily basis. It’s easier to spot errors or make necessary changes if costs are escalating in certain areas.
5. Schedule during low-usage times. If you have the flexibility, consider scheduling your meetings during low seasons or days of the week when the facility is less busy. Booking near holidays such as Easter, Memorial Day, and Labor Day might definitely be to your advantageous.
6. Ask for the best rates. Do your research. Check out the rack rates, corporate rates, AAA discounts and so on, and compare them to the group rates you’re being offered. Call the toll-free reservation desk for information.
7. Confirm and reconfirm your dates and event details. Overlooking a detail may cost you big bucks.
8. Request a discount for on-site payments. When the facility doesn’t have to wait for payment because you arrange to pay immediately after the event or as the meeting is ending, they may well be open to a discount for prompt payment.
9. Be conservative with room blocks. With more and more guests using discounted hotel sites for room bookings, attrition on unused rooms can get very expensive.
10. Negotiate comp rooms. As part of your discussions with hotel management, negotiate comp or discounted rooms for speakers, staffs and or upgrades for VIPs.
11. Understand your cancellation clause. Don’t sign anything you’re not completely happy with. Be certain that your cancellation clause is reciprocal, so that both parties get the option to back out of the contract before a specified date, in case of any changes to the original agreement.
12. Negotiate set prices. To help with your budgeting, arrange to pay a specified amount on food and beverages during your entire event, rather than a rate per person, per function.
13. Consult a tax attorney. Investigate tax laws for your business location and the event location. You may be eligible for tax breaks that you’re not claiming.
14. Keep room setup simple. Wherever possible use theater style (where only chairs are used) as it is less labor-intensive than classroom-style (which includes both table and chairs), thus lowering setup costs. Also, plan to keep setups the same from day to day.
15. Check into other groups. Find out about groups holding their meeting prior to and after yours and discuss staging needs. You may find that you can save on setup and teardown if you all have the same or very similar requirements.
16. Investigate sponsorship opportunities. Find sponsors to cover as many of your program expenses as possible, especially speaker fees, audiovisual equipment, and special meal functions.
17. Investigate grants. Although it might be a time-consuming exercise, you might look into specific federal, state, local or corporate grants that might be available for holding your meeting.
18. Use industry experts. To save on speaker expenses, consider using industry experts whose companies often pay expenses. Alternatively, use local speakers where appropriate to save on travel expenses. However, check how good they are before hiring them. You may end up with a dud!
19. Avoid renting unnecessary equipment. Double check speaker needs for audiovisual equipment to avoid renting unnecessary items.
20. Keep signage simple and reusable. Consider investing in a laminating machine to make your own signs.
21. Discuss economical audiovisual setups. Limit the number of microphones needed. Check if the hotel supplies a complimentary microphone in each meeting room. Skirt a cocktail table instead of renting special carts for A/V equipment.
22. Use outside suppliers. Look outside the hotel for possible audiovisual suppliers whose prices may be more competitive than those in-house. However, the hotel may match the other supplier’s prices if asked.
23. Save on transportation. Use airport shuttles instead of taxis. If you have a sizeable grou
Are you confused, befuddled, and frustrated over SEO? Or are you like I was a year ago -- wondering "What the heck is SEO?"Just in case -- it's search engine optimization, and if you do it, the search engines will rank you higher, so your future customers can find you.The trouble is, there is too much advice out there about it. And much of it is bad advice. Some of it assures you that you, as a reasonably intelligent person, can not possibly optimize your page yourself.You need experts who know the tricks that can fool the search engines. Not good. Remember the old margarine ads that said "It isn't nice to fool Mother Nature?" Well, Google and the others can be just as vengeful as Mother Nature when you try to fool them. In fact, if you try too hard and too obviously, they'll boot you from their rankings.Nobody likes a sneak, Google included.So what can you
7. Confirm and reconfirm your dates and event details. Overlooking a detail may cost you big bucks.
8. Request a discount for on-site payments. When the facility doesn’t have to wait for payment because you arrange to pay immediately after the event or as the meeting is ending, they may well be open to a discount for prompt payment.
9. Be conservative with room blocks. With more and more guests using discounted hotel sites for room bookings, attrition on unused rooms can get very expensive.
10. Negotiate comp rooms. As part of your discussions with hotel management, negotiate comp or discounted rooms for speakers, staffs and or upgrades for VIPs.
11. Understand your cancellation clause. Don’t sign anything you’re not completely happy with. Be certain that your cancellation clause is reciprocal, so that both parties get the option to back out of the contract before a specified date, in case of any changes to the original agreement.
12. Negotiate set prices. To help with your budgeting, arrange to pay a specified amount on food and beverages during your entire event, rather than a rate per person, per function.
13. Consult a tax attorney. Investigate tax laws for your business location and the event location. You may be eligible for tax breaks that you’re not claiming.
14. Keep room setup simple. Wherever possible use theater style (where only chairs are used) as it is less labor-intensive than classroom-style (which includes both table and chairs), thus lowering setup costs. Also, plan to keep setups the same from day to day.
15. Check into other groups. Find out about groups holding their meeting prior to and after yours and discuss staging needs. You may find that you can save on setup and teardown if you all have the same or very similar requirements.
16. Investigate sponsorship opportunities. Find sponsors to cover as many of your program expenses as possible, especially speaker fees, audiovisual equipment, and special meal functions.
17. Investigate grants. Although it might be a time-consuming exercise, you might look into specific federal, state, local or corporate grants that might be available for holding your meeting.
18. Use industry experts. To save on speaker expenses, consider using industry experts whose companies often pay expenses. Alternatively, use local speakers where appropriate to save on travel expenses. However, check how good they are before hiring them. You may end up with a dud!
19. Avoid renting unnecessary equipment. Double check speaker needs for audiovisual equipment to avoid renting unnecessary items.
20. Keep signage simple and reusable. Consider investing in a laminating machine to make your own signs.
21. Discuss economical audiovisual setups. Limit the number of microphones needed. Check if the hotel supplies a complimentary microphone in each meeting room. Skirt a cocktail table instead of renting special carts for A/V equipment.
22. Use outside suppliers. Look outside the hotel for possible audiovisual suppliers whose prices may be more competitive than those in-house. However, the hotel may match the other supplier’s prices if asked.
23. Save on transportation. Use airport shuttles instead of taxis. If you have a sizeable grou
The cold foiling process, as the name implies, involves foil blocking without the use of heat. Traditional hot stamping foils require heat and pressure to transfer the foil from the carrier film to the substrate being printed, whereas cold foiling does not.A hot foil generally consists of a polyester carrier, or, more rarely, polypropylene or cellulose film, a release layer, a lacquered layer, the colour which determines the shade of gold or coloured metallic effect, a layer of vacuum deposited aluminium and finally a sized layer to give adhesion to the printed stock. A cold foil has basically the same structure, though cold foiling usually requires a thinner aluminium layer, and the adhesive layer is not always necessary.The hot stamping foil is applied to the stock by means of a heated die, set at a temperature of between around 100 Celsius to over 200C, depending on the typ
13. Consult a tax attorney. Investigate tax laws for your business location and the event location. You may be eligible for tax breaks that you’re not claiming.
14. Keep room setup simple. Wherever possible use theater style (where only chairs are used) as it is less labor-intensive than classroom-style (which includes both table and chairs), thus lowering setup costs. Also, plan to keep setups the same from day to day.
15. Check into other groups. Find out about groups holding their meeting prior to and after yours and discuss staging needs. You may find that you can save on setup and teardown if you all have the same or very similar requirements.
16. Investigate sponsorship opportunities. Find sponsors to cover as many of your program expenses as possible, especially speaker fees, audiovisual equipment, and special meal functions.
17. Investigate grants. Although it might be a time-consuming exercise, you might look into specific federal, state, local or corporate grants that might be available for holding your meeting.
18. Use industry experts. To save on speaker expenses, consider using industry experts whose companies often pay expenses. Alternatively, use local speakers where appropriate to save on travel expenses. However, check how good they are before hiring them. You may end up with a dud!
19. Avoid renting unnecessary equipment. Double check speaker needs for audiovisual equipment to avoid renting unnecessary items.
20. Keep signage simple and reusable. Consider investing in a laminating machine to make your own signs.
21. Discuss economical audiovisual setups. Limit the number of microphones needed. Check if the hotel supplies a complimentary microphone in each meeting room. Skirt a cocktail table instead of renting special carts for A/V equipment.
22. Use outside suppliers. Look outside the hotel for possible audiovisual suppliers whose prices may be more competitive than those in-house. However, the hotel may match the other supplier’s prices if asked.
23. Save on transportation. Use airport shuttles instead of taxis. If you have a sizeable grou
Sustainable packaging addresses performance and cost along with maximizing the use of renewable types of plastic materials or the use of recycling of other various materials like paper or cardboard. I figure the following factors would contribute to cost savings. The use of renewable or recycled source materials; able to manufactured using clean production technologies and best practices; make products from materials healthy in all end-of-life scenarios; designed to optimize materials and energy; effectively recover and utilized in biological or industrial cycles.If we look at improving packaging sustainability it will result in less waste and will allow for fewer materials going into the land fill. Looking at the entire life cycle of packaging, the definition gives us a vision for the packaging industry all of which must be addressed if sustainable packaging is to become a major fac
18. Use industry experts. To save on speaker expenses, consider using industry experts whose companies often pay expenses. Alternatively, use local speakers where appropriate to save on travel expenses. However, check how good they are before hiring them. You may end up with a dud!
19. Avoid renting unnecessary equipment. Double check speaker needs for audiovisual equipment to avoid renting unnecessary items.
20. Keep signage simple and reusable. Consider investing in a laminating machine to make your own signs.
21. Discuss economical audiovisual setups. Limit the number of microphones needed. Check if the hotel supplies a complimentary microphone in each meeting room. Skirt a cocktail table instead of renting special carts for A/V equipment.
22. Use outside suppliers. Look outside the hotel for possible audiovisual suppliers whose prices may be more competitive than those in-house. However, the hotel may match the other supplier’s prices if asked.
23. Save on transportation. Use airport shuttles instead of taxis. If you have a sizeable group attending your event, negotiate special discounts with the shuttle bus company. Alternatively, check if the local taxicab company can provide discount coupons.
24. Arrange for one room. For smaller committee meetings that may be held during a larger conference arrange for a buffet luncheon to be held in the same room as the meeting to save on having to rent a separate room.
25. Negotiate food. Negotiate paying for food based on consumption. You can then return food without having to pay for it.
26. Minimize portions. Sever mini-Danishes, muffins and doughnuts, or cut larger servings in half. Many people (especially women and dieters) only want half to start with. Alternatively, serve a continental breakfast instead of a full breakfast buffet.
27. Opt for fewer choices. When it comes to hors d’oeuvres, go for fewer choices in larger quantities rather than a large selection in smaller quantities. And, remember to avoid the shrimp. People inhale it. There’s never enough!!!
28. Check for dead stock. Check if the hotel has dead stock wine available (such as wine that in no longer on the wine list). You may be able to negotiate a great price for some really good quality wine.
29. Store opened bottles. Find out if the hotel can store opened bottles of liquor from one reception and us them another reception during the same conference.
30. Open bottles as needed. As the banquet captain to open wine bottles only as needed. You pay for every bottle that’s been uncorked.
Bonus tip: Avoid salty foods during receptions as it encourages people to drink more.
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