Cost Savings for Government Meetings: Stretching a Government Dollar

1. Cost Savings for Government Meetings: Stretching a Government Dollar

2. The Importance of Partnerships • Cost savings suggestions can and SHOULD come from planners and suppliers • Saving government money does not need to hurt suppliers’ bottom lines • Suppliers can showcase their amenities, AV, etc. • CVBs can use money saving techniques to show off the city • Use cost savings as an opportunity to improve your partnerships www.sgmp.org

3. First, Let’s Look at All Potential Costs www.sgmp.org

4. Then, Compare Needs Wants Decorations Welcome Reception Activities Photography • Rooms at GSA Rates • Meeting Space • Per Diem Catering • AV • Program Guides www.sgmp.org NOW, Let’s Start Saving!

5. Meeting Structure • Know the goals of the meeting • Start meeting later in day • End meeting earlier in day • Create an exciting meeting • Don’t serve every meal www.sgmp.org

6. RFP • Send electronically – use RFP Connection • Be honest with your budget • Ask for a lower comp room ratio • Know the history of the event www.sgmp.org

7. Site Selection • Consider flexibility with your dates • Close to public transportation and airports • Combine site visit with other trips or have a local agency representative conduct the site visit • Government Rates www.sgmp.org

8. Marketing and Registration • Email all correspondence • Only use electronic marketing • Post meeting information on websites, Facebook • Negotiate with registration companies www.sgmp.org

9. Speakers • Negotiate lower honoraria in exchange for space to sell books • Give ad space in program guide in exchange for lower rate • Ask keynote to also lead a breakout session • Videoconference a high level speaker www.sgmp.org

10. Go GREEN • Handouts on website • No dates on bags, pens, etc. • Water stations instead of bottled water • Recycle name badges or bring your own www.sgmp.org

11. Food and Beverage • Piggyback on other groups’ menus • Give accurate counts • Allow chef to choose menu based on what is in season • Serve lunch dessert as PM break • Soft drinks charged on consumption www.sgmp.org

12. Logistics • Keep an eye on room block – check weekly and adjust • Keep same room set for all breakout sessions • Use banquet room as a breakout room www.sgmp.org

13. Technology • Host virtual meetings where appropriate • Bring your own power strips and projectors • Use a table instead of an AV cart • Get to know social media www.sgmp.org

14. Sponsorships • Contact your General Counsel office for approval • Partner with your CVB • Swap registration and AV services for booth space • Breaks, transportation, program guides www.sgmp.org

15. Evaluations and Post-Cons • Electronic evaluations • Show how money savings techniques helped create a better meeting • Explore intangible benefits • Only have key players at post-con or do via conference call www.sgmp.org

16. Remember WHY • Taxpayer dollars are being used • More efficient meetings are better meetings • Take advantage of ways to show off your services, property or city • Use this as an opportunity to grow planner-supplier partnerships www.sgmp.org

17. Stewards of taxpayer dollars… In Summary • Cost effective meetings • Improve efficiencies • Reduce costs • Creative and innovative practices • Mission critical • Oversight controls • Return on investment

18. Questions and Answers For You From You What questions do you have for me? For your partners? • How will you save $100? • How will you save $1,000? • How could you save $10,000? www.sgmp.org

19. Thank you for your participation in today’s session. You have earned one contact hour towards your continuing professional education. This has been a presentation of the Gilmer Institute of Learning. Original content developed by Lisa Silverman, MA, CGMP, February 2012. Revised by Melody Kebe, CGMP, CMP, October 2012 www.sgmp.org