Feb 09
Ashley SpitzerContests, Tips for Meeting Planners, Trade Shows economy, environmental-friendly, food and beverage, meeting ideas
If one of your New Year’s resolutions was to save time and money, meeting planners have a lot of suggestions to cut food and beverage costs.
Each of the planners mentioned below shared their advice in the “Stellar Tips” section of ConventionPlanit.com.
Food and beverage charges are always a major cost center. Customizing menus can allow for greater variety, fresher ingredients, and cut costs.
“When working with a limited budget for a full day of meals, I provide my total dollar amount to the chef or catering manager and request that they customize menus for me, keeping in mind any specific requirements I have for each event,” says Kathleen Zwart of Blue Cross Blue Shield of Florida.
“This allows them to use seasonal or local specials, piggyback onto other events being held that day, take advantage of specials offered by their food suppliers, and offer smaller, healthier portions. I stay within my budget, my attendees are offered healthier options, and the chef is able to use some creativity instead of the same old banquet menus. It’s a win-win for all.”
Even simple changes in how food is presented at meal functions can save money.
“If you’re having a reception, pass/butler the more expensive items,” says Debbie DeJacques of GMA Washington.
“You’ll be able to make them last longer and save money. Don’t set plates on the display table – use only napkins (this will ensure your attendees get to sample all the offerings but won’t walk away from the display station with a mound of food) and stick with beer and wine at the bar.”
Laura Johnson of Market*Access International recommends asking the caterer to slice bagels, croissants and muffins in half. Attendees will take smaller portions – leaving more food to go around and wasting less while stretching your breakfast budget.
Stacey Petersen with MHA Ventures, Inc., eliminates canned soda:
“I have found that canned soda costs a lot of money to provide at our conventions. To save on money, and save on the waste of half cans of soda being thrown away and people taking two or three cans ‘for the road,’ two years ago I moved to using a self-service soda fountain station. These stations are conveniently placed near break areas, and are serve-yourself.
All the venue has to worry about is ice, 6-ounce disposable cups, and replacing the canisters once a day (instead of counting and recounting soda cans). It’s a win-win situation – it’s saved me on my budget, members are happy, the hotel staff is happy to not have to count cans anymore, and the waste is significantly decreased!”
Claire Modarelli of Moffitt Cancer Center, replaces bottles of water with water coolers and pitchers. It saved her $1,000 last year!
Stray from a traditional break time – offer variety and cut costs with a voucher program.
“We worked with a hotel to provide vouchers for breaks instead of serving an expensive break time. Each participant was given vouchers to go to the snack shop located in the hotel lobby.
Each voucher was worth $3. For each item the participant chose, they turned in a voucher. The vouchers were then counted and charged to the master account. This wound up costing considerably less than paying for breaks,” shares Kathy Craig of the Ecumenical Stewardship Center in Indianapolis, Indiana.
Closely monitoring a beverage manager can also pay off, as Stacy Wald of Orthopaedic Associates explains,
“When I do my banquet event orders I let the manager know at that time that I would like to be with the beverage manager when they tally the bars and empties. Liquor is counted by tenths of a bottle and then billed accordingly.
If I disagree with a count and the measurement is changed it could be the equivalent to 10-12 drinks. It also keeps the beverage manager on his toes! I have saved hundreds of dollars just by checking the bars before the totals are finalized.”
What is your cost saving tip? Share your ideas by commenting on this post!
Feb 01
Ashley SpitzerContests, Tips for Meeting Planners meeting planning services, Peppermill Reno, refer a meeting professional, Reno Tahoe
Just announced moments ago…
…the new Refer a Meeting Professional Contest, sponsored by The Peppermill Reno Casino Resort Spa!
If you’re a frequent user of ConventionPlanit.com, you know what great meeting resources are offered. Why not share the tip and help your meeting planner friends and colleagues save some valuable time?
Just for referring fellow meeting professionals to the website, you’re entered to win a trip for two to the all new Peppermill Reno Caisno Resort Spa!
Prize Package Includes:
-Two nights in the all-new Tuscan Tower suite, complete with European soaking tub
-Round trip air for two valued at $500 each on Southwest Airlines
-Limo transportation to and from Reno-Tahoe airport
-Couples massage for two…or spoil just yourself with a massage and a facial
-Dinner at Bimini Steakhouse valued at $150
Contest runs until May – but you can enter today!
Dec 01
Damion RutherfordContests, Tips for Meeting Planners, Trade Shows ASAE & the Center, attendee interaction, meeting attendance
As conference attendees consider the events they will continue to attend, or are forced to justify attendance to their employers, the value of the conference must be high.
What better way to incorporate the needs and desires of your attendees than to value their feedback?
Karen Freeman, CMP with VSR Financial Services, Inc. says:
Incorporate feedback sheets for your conference as a way to gain insight on how your attendees feel. Collect them as they leave or ask them to fax or mail them to you. Put your address and fax number on the feedback sheet so they don’t have to hunt for the information later. Then read them and listen to what folks have to say.
The most important step is to incorporate some of the ideas into the next conference. When folks know you really listen they feel more like they are a part of the conference. And all meetings are created for the attendee…right?
I received an email yesterday about ASAE & the Center’s 2010 Annual Meeting & Expo. The message focused on the changes for 2010 based on attendee feedback, in a question answer type format. (First by identifying the problem followed by the solution.)
ASAE is utilizing attendee feedback to create a better experience for the attendee…and what better way to engage the audience than by taking their opinions to heart? An attendee whose input and ideas are implemented will be more likely to continue and increase involvement within the organization.
So let’s keep the feedback forms coming!
Karen Freeman’s advice won the November ConventionPlanit.com Stellar Tip Contest. If you have a meeting related tip to share, submit your thoughts for the December contest – and respond to this post, too!
Aug 19
Ashley SpitzerContests, RFP, Tips for Meeting Planners, Trade Shows ASAE & the Center, rfp valet, Trade Shows
As the attendees of the ASAE Annual Expo headed home today, Maureen Pickell, our friendly blogger from the show, offers some closing insights from the expo hall:
“Planners have been stopping by the ConventionPlanit.com booth in spite of the fact that we are not giving out prizes for playing booth games.
What is attracting the planners is a quick tour of the site and learning about our special RFP Valet American Express Reward card offer for using this service.”
…Well, maybe you can win a prize at our booth after all!
Aug 04
Ashley SpitzerContests, Tips for Meeting Planners attendee interaction, economy, meeting ideas, meeting planner feedback, Tips for Meeting Planners
A smart way to save on your meeting costs is by cutting back on the breaks.
We worked with a hotel to provide vouchers for breaks instead of serving an expensive break time. Each participant was given vouchers to go to the snack shop located in the hotel lobby.
Each voucher was worth $3. For each item the participant chose, they turned in a voucher. The vouchers were then counted and charged to the master account. This wound up costing considerably less than paying for breaks. Hope this tip helps you in your planning!
…this idea comes from Kathy Craig, Administrative Assistant with Ecumenical Stewardship Center in Indianapolis, Indiana, who just won our July Stellar Tip Contest.
If you have a meeting tip to share, enter the August contest to win a $100 prize!
Jul 10
Ashley SpitzerContests, RFP, Tips for Meeting Planners meeting planner help, meeting planning services, RFP, rfp valet
For a meeting planner, researching and booking a meeting is more complicated than selecting the number of rooms and date availability. The planning process is involved, tedious, and often frustrating.
With the rise of hotel and venue directories geared specifically for meeting planners, the process, no doubt has the potential to become far easier…if you can choose a website to use, that is.
The choices can be overwhelming, and many search directories are even adding hidden fees into costs for the planners, or requiring hotels to pay fees for each RFP they receive.
For a planner looking for an honest and free website to research and plan their meetings, check out ConventionPlanit.com.
What sets it apart? The RFP Assistance Service. Planners submit meeting specs, and ConventionPlanit.com’s team of experts research properties that meet the criteria – and send out the RFP to properties approved by the planner.
The properties respond directly to the planner, and ConventionPlanit.com steps in only if the planner asks for help receiving responses. The decision-making process remains entirely in the planner’s hands…and the service is entirely free.
Now, planners can even receive a $50 American Express-branded Reward card for using the service!
To get started, email your meeting specs to info@conventionplanit.com.
Jun 29
Ashley SpitzerContests, News, Places to Stay, Tips for Meeting Planners Continental Airlines, morgans hotel group, refer a meeting professional
Don’t forget to participate in our Refer a Meeting Professional Contest…for a chance to win a free trip.
It’s simple…
…just refer your colleagues to ConventionPlanit.com’s Refer a Meeting Professional Contest, and for each referral, you get another chance to win!
The Prize:
Two night stay for two at the Morgans Hotel Group property of your choice
plus -
round-trip airfare for two, courtesy of Continental Airlines.
The contest winner will be selected in July 2009. You may enter as many times as you like.
It’s a great way to score a free vacation while sharing valuable information and tips with your friends.
Jun 02
Ashley SpitzerContests, Member News, Tips for Meeting Planners, Trade Shows Event Industry Networking, technology, Trade Shows
TS² 2009 – being held in Chicago at McCormick Place from July 20-23 – has teamed up with Mingle360 to provide convention planners with an easy way to share and store important contact information…
…while valuing in-person business connections.
The Mingle360 solution combines a single-purpose device with a powerful software application.
The MingleStick is an innovative USB device using wireless technology to create connections between people, essentially eliminating the need for a business card.
The MingleManager application offers total identity management with its privacy features, granular security controls, and address book tools.
TS² 2009 is sponsored by the Trade Show Exhibitors Association (TSEA). The event is owned and operated by National Trade Productions (NTP), in partnership with the International Association of Exhibitions and Events (IAEE).
Are you planning to attend TS² 2009? Have you used a MingleStick before?
May 07
Ashley SpitzerContests Continental Airlines, morgans hotel group, refer a meeting professional
Attention all meeting professionals!
How does a free trip sound? Pretty good, right? It’s simple…
…just refer your colleagues to ConventionPlanit.com’s Refer a Meeting Professional Contest, and for each referral, you get another chance to win!
The Prize:
Two night stay for two at the Morgans Hotel Group property of your choice
plus -
round-trip airfare for two, courtesy of Continental Airlines.
The contest winner will be selected in July 2009. You may enter as many times as you like. Good luck!
Apr 01
Ashley SpitzerContests, Tips, Tips for Meeting Planners, Trade Shows meeting experiences, meeting ideas
The Convention Bible
“Our annual convention “Bible” is a pocket-sized Events Book, divided by days; each page contains complete information for one meeting or break-out session. Information includes room, meeting time, set-up, signage and all emcee notes.
These books are given to each convention worker, audio-visual staff and the catering and events staff of the convention center. This pocket-sized, convention-at-glance book contains answers for each worker, even if they are asked a question concerning a meeting room they are not assigned.”
…this new meeting planning tip comes from Donna Wilham, Convention Corodinator with the Montana Grain Growers Association in Great Falls, Montana, who just won our March Stellar Tip Contest.
What do you think? Will you use this question at your next meeting or conference?
Be sure to check out the Stellar Tip Archives for more helpful tips – vote for your favorite or post your own advice!
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