Title: Cost Savings for Government Meetings: Stretching a Government Dollar
1Cost Savings for Government Meetings Stretching
a Government Dollar
www.sgmp.org
- Presented by Debra Kopkau, MBA, GMS
- Michigan Chapter SGMP
2The 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
3First, Lets Look at All Potential Costs
Activity Fees (golf, theater, and so on) Administrative Overhead Audio Taping (sessions) Audio-Visual Equipment
Audio-Visual Production Services Communications (cell phones, copiers, pagers, radios) Complimentary Registrations Computing on-site (data lines, equipment, licenses, personnel, supplies)
Decorations Entertainment Equipment Food and Beverage
Freight and Shipping Gifts (speakers, sponsors, others) Giveaways (to attendees) Gratuities
Insurance (liability, meeting cancellation) Labor Costs (including overtime) Marketing and Promotion (ads, envelopes, letterhead, posters, materials) Meeting Room Rental
Office/Meeting Room Furniture Rentals Personnel (salaries, benefits) Phone and Fax Photography
Postage (US mail, overnight) Printing Public Relations Registration Materials
Rental Cars/Vans (for staff) Security Service Fees and Taxes Signs (banners and posters)
Speaker Costs (fees, expenses, travel) Staff Costs (salaries, fringe benefits) Staff Travel and Lodging Supplies
Tickets (for social activities) Transportation (shuttles to/from airport, others) Venue Rental (for other sites) Web Site (design, maintenance, registration)
4Then, Compare
- Rooms at GSA Rates
- Meeting Space
- Per Diem Catering
- AV
- Program Guides
- Decorations
- Welcome Reception
- Activities
- Photography
- Gifts and Amenities
NOW, Lets Start Saving!
5Meeting Structure
- Know the goals of the meeting
- Start meeting later in day
- End meeting earlier in day
- Create an exciting meeting
- Dont serve every meal
6RFP
- Send electronically use RFP Connection
- Be honest with your budget
- List your must haves
- Know the history of the event
7Site 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
8Marketing and Registration
- Email all correspondence
- Only use electronic marketing
- Post meeting information on websites, Facebook
- Negotiate with registration companies
9Transportation and Travel
- Partner with CVB to get lowest rates on air
travel - Encourage carpools or use of agency vehicles
- Ask for sponsorship for VIP transportation
- Keep all events within walking distance of host
property
10Speakers
- 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
11Go GREEN
- Handouts on website
- No dates on bags, pens, etc.
- Water stations instead of bottled water
- Recycle name badges or bring your own
12Food 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
13Logistics
- 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
14Technology
- 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
15Sponsorships
- Partner with your CVB do they have a site they
want to showcase - Swap registration and AV services for booth space
- Breaks, transportation, program guides
16Evaluations and Post-Cons
- Electronic evaluations
- Show how money savings techniques helped create a
better meeting - Explore intangible benefits
- Key players at post-con or do via conference call
17Remember 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
18Questions and Answers
- 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?
19- Thank you for your participation in todays
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 Debra Kopkau and Edward Scannell,
Trustees for Education and Programming, January
2012.