Sometimes I feel like the “Queen of Lean,” and it’s led me to some pretty creative outlets for design resources. A client provided a very low investment allocation for centerpieces for a motorcycle themed event, so we converted the entry into a “biker bar” and the stage backdrop was the bar itself. Careful not to infringe on trademarks, everything was themed in black and orange…so I phoned the Goodwill Collection Center and asked them if they could be so kind as to select and sort out 32 pairs of black biker-style boots and built centerpieces with tubed tiger lilies and wired Gerbera daisies. Creativity is key to fiscal stewardship with all resources.
Gloria Nelson, CSEP
Gloria Nelson Event Design LLC
Winneconne, WI
Relationships, relationships, relationships. It all boils down to that. Be ethical, treat your suppliers the way you want your clients to treat you, and be fair all-around, all the time. That’s the real key to success in this business.
Brigitte Mondor, CMP
Senior Event Manager, EvenImage
Montreal, Quebec
Negotiation is all in relationship-building. Appeal to their senses and you will get a lot of negotiating power.
My attendance-boosting method has been marketing. Basic question: Do you want to boost your bottom line? It is all about saving money for our members.
Debra Trulli-Cassale, IOM
Events Director,
NYS Hospitality & Tourism Association
Albany, NY
Everything is negotiable. You cannot be told “no” unless you ask—so go for it. There is nothing to lose and everything to gain.
Donna Ozmun
Director, Lutheran Financial Managers Association
Northfield, MN
Cut F&B costs: Try the best you can to pay by the piece, not by the person. People eat a lot less these days; unfortunately, most properties only do food per person, not by the piece. If you can do it by the piece, cheapen the plate a bit without them knowing. Using breakfast food as an example, cut the muffins in half, as people only usually nibble on a piece of a muffin.
Attendance boosting: Hit all your markets, but in different ways depending on whom you are marketing to. For example, if you are using testimonial quotes from attendees, make sure they reflect the audience you are trying to market to.
Gratuities: Not really a tip, just a suggestion. When tipping, make sure you tip the housemen—the guys that set up the chairs. They are the hardest-working guys on-property and never get the credit they deserve—you try moving 500 chairs theater style!
Scott Rothschild
Director, Professional Development
American Camp Association, NY
New York, NY
I cut F&B costs by doing an all-day meeting package that includes breakfast, an a.m. break, a buffet lunch, and a p.m. break for $30-$35 or $35-$38, depending on the type of breakfast included in the package. This includes coffee and tea all day at no extra cost, along with sodas in the afternoon. All my meals include the basics only—no frills and sometimes a lighter desert of pudding instead of heavy cakes and other sweets.
For a continental breakfast, I do not include yogurt or bagels. Instead, I do breakfast breads and Danish pastries. Since we have doctors attending our meetings, protein is important to them to go with their caffeine, so I always have a small domestic cheese tray included as part of the continental breakfast—all within my budgeted amount. I always have the chef use fruit that is in season for the fruit tray. When it comes to negotiating for F&B, I indicate the amount of money that we have to spend for the all-day meeting package and then let the catering manager and chef tell me what they can provide within that budget.
Kay Bothwell, CMP
Department of Labor and Employment/Division of Workers’
Compensation/Physicians Accreditation
Denver
The main tip I would have is to try to find ways to bundle services—meaning, if you are a supplier, look for ways to share expenses between clients. If you are a planner, look for ways to share expenses between your programs. Can you save money by using fewer vendors? In many cases you can.
Terry J. Onustack, CMP
Director of Operations and Marketing
Moore Presentations
Seattle
