Times are tough for businesses and, as a result, many event and meeting budgets have been cut. A common reaction is to cut all company functions for fear you can't accomplish similar results without the budgets of years past. By thinking creatively, it is possible to have extremely successful meetings and events and still stay within new financial guidelines.
Do some of the scenarios below sound familiar?
You've got an important sales meeting to plan but you're concerned about fitting everything into your budget. Can you afford hotel rooms, business meals and your meeting space?
Company morale is low and you want to plan a fun activity for your employees but it is essential to incorporate
productivity as well. Can you accomplish both?
Picnic season is right around the corner. You had to cancel last year's summer event due to the country's economic situation. Are there some creative things you can do to bring back the event this year?
Here are some suggestions to help keep events in your 2009 company agenda, but
continue to be conscientious of costs.
Themed Locations - By utilizing a restaurant, hotel or event location that has a theme already built in, you can create the atmosphere you are looking for without going overboard on décor. Our Southern California geography is ideal for tropical-themed resorts and hotels that lend themselves to beach-themed events, luaus and festive but casual menus. If you are looking for something cutting edge or high-tech, many of the nightclubs in the area provide excellent backdrops. Most already have state-of-the-art lighting, sound systems and video capabilities built-in. Other ideas include Italian restaurants, retro-bowling alleys, wineries and yachts.
Close Proximity & Affordable Parking - Help reduce your transportation costs by selecting a location close to your offices. Your employees will appreciate you have kept their travel to a minimum as it saves on time and auto expenses. Additionally, be sure to ask your selected location about their parking options. Many venues either offer free parking or a discounted rate as you negotiate your contract with them.
Keep Everything in One Location - If your out-of-town guests are staying at a hotel, talk with your contact about the benefits of having meals and meetings at the hotel. There may be discounted pricing available if you have the majority of your functions on property. If you desire to have meals elsewhere, cut expenses by choosing restaurants within walking distance or that are a short car or cab ride away.
Combine Meetings with Teambuilding - Having a company outing doesn't mean you need to forego all productivity. When planning an activity or teambuilding event, talk to the location about utilizing the facilities as a meeting venue. With the correct space, you can hold a meeting in the morning and then easily transition to a fun afternoon activity. Ideas include cooking classes, yacht excursions, bowling, wine tasting, golf outings and scavenger hunts.
Stay In - If heading out of the office isn't in the cards, bring the food and fun to your offices. Caterers are experts in working with you to coordinate everything from simple food delivery options to extravagant affairs. Take advantage of the one-stop-shopping a caterer can provide. Most full-service caterers can provide multiple levels of service including food and beverages, servers, rentals, décor and entertainment.
Date Flexibility - When talking with your location or vendors, ask about any "hot dates" or days they can offer you better incentives. The more flexibility you have in booking the event, the more likely you are to get a better deal. Keep in mind that weekdays and weeknights can often be less expensive than weekend dates. Each location, of course, has different availability. Ask your contact which dates they can offer you the best rates.
Talk to Multiple Vendors - As you do your initial research, talk to multiple locations and vendors that may be able to meet your needs. This will give you a feel for each location's availability, pricing and willingness to work with you, your budget and your desired outcome. Once you have selected the ideal vendor for your current event, be sure to keep the contact information for the other locations and event service providers that you enjoyed working with as they can become a great starting point for your next event.
Before you start planning your next meeting, party or company outing, establish the objectives of your event as well as your estimated budget. Once you have your preliminary information, utilize the techniques above to create your ideal event while keeping costs in line.