Today, we’re going to look at budgeting for audio/visual services.

Audiovisual encompasses a wide range of items. Basically, it’s anything that plugs in, makes noise, or has a screen. Plus, it’s the cost of someone to set up and operate the equipment if you (or your team) can do it yourself.

The tricky part of budgeting for audiovisual is figuring out exactly what you need. You want to make sure your speaker(s) can present effectively, but at the same time you don’t want to spend a fortune on fancy technology. The bottom line is to err on the side of quality versus cost—if you save a few bucks on a microphone and it doesn’t work and people can’t hear, what’s the point?

First, think about why you might need A/V. The location (indoor or outdoor), the size of the space, and the number of attendees are the major considerations.

Second, once you nail down what you think you’ll need, use these simple guidelines to strike a balance:

• Look at each item and ask, “Is this piece of equipment necessary for my event’s success”.
• If the answer is “Yes”, is there a less expensive item that will not compromise quality?
• If the answer is “No”, consider eliminating that piece of equipment, or consider an alternative (for example, if you are considering a wireless microphone, would a wired microphone work instead?)

Once you have your list of items, you need to find the best price. If you don’t already own, you’ll need to hire a vendor. Most hotels will have a preferred vendor, but if you have time try to shop around. Using preferred vendors are convenient, but you may pay extra for that convenience. You can ask a hotel for a quote sheet, which will have a “menu-like” list of every piece of A/V equipment.

Finally, once you decide on a vendor and list of supplies (and before you sign the contract), be sure to consider possible price increases before for your event. Most vendors will have a clause that allows them to change prices within a certain time period.

Good luck!

Today, we’re going to look at budgeting for Guestrooms and Meeting Space.

Guestrooms

This is quite easy once you know the number of attendees.  You take the number of attendees and divide it into your allocated in your budget for rooms, and you end up with the approximate amount you are willing to spend per room per night.  Also, remember to consider any Special Accessibility Needs and additional costs, if any.  Here are some ways to save on guest rooms:

• Consider off-peak timeframes.  If your meeting is flexible, you can save lots of money on guest room rate if you’re willing to have them during off-peak times.  For example, rates in Phoenix are very low in August, and very high in February.
• Lower-tier properties.  Depending on the type of meeting, consider looking at properties that are lower-tiered than you have in the past.  You may be surprised at the quality of the meeting facilities—and you’ll definitely be happy about the lower rates.
• Think about the big picture.  If you’ve done your event in the past, be sure to look at total spending.  Hotels will be more willing to give bottom dollar rates if they know you’re going to be spending a lot on food and beverage.
• Multiple-year contracts or events.  Can you book your event for more than just this year?  Or perhaps you have another event later this year that you could do at the same property.  If presented together, the hotel will look at the business as a whole, not at each individual event.

Meeting Space

Depending on the size of your event, and the availability at the property, your meeting space may be complementary.  If not, make sure you know exactly how many rooms you will need and the costs associated with each room.

• Consider universities.  A great option if no sleeping rooms are needed.  However, remember that you have to do your own catering.
• Get creative with your space.  Can you combine meals and meeting space?  Do you really need that third breakout room?

The best way to find the best deal is to research, research, and research.  The more properties you can look at, the better.  (Remember, if you’re using a MeetingSteward.com consultant, this part is easy—they will blanket a market for you in no time and negotiate the best rates and meeting space for your event.)  If you’re working solo, do as much research as your schedule will allow.  You never know when or where you’ll find that great deal.

Good luck!

As with any business expense or undertaking, your budget will determine everything.  However, there are so many moving parts to a corporate meeting or event, that it’s easy to lose track of where you’ll be spending.  The first in a series of articles on this subject, here are some tips for ground transportation budgeting.

Transportation

You cannot have an event without attendees, and getting them there is as important as any part of your planning.

• If attendees will be flying in, will they be making their own arrangements for air travel?
• If so, will there be reimbursement?  If so, be sure to aside enough budget for all of your attendees.

Once your attendees arrive at the airport, how will they be getting to the meeting site?  Oftentimes, the hotel will have transportation available which may or may not be complementary.

• Check to see if complementary transportation is available.  (Note: If your budget is tight, this may be something to consider during the contract negotiation phase.)
• If hotel transportation is not available, are taxicabs or rental cars available?  If so, will attendees be responsible for these costs on their own, or will you be reimbursing them?  If the latter, be sure to build these items into your budget.
• If attendees are renting cars, is parking available and what are the charges?  Who will be picking up these charges?

Other important pointers:

• If you are going to use a ground transportation company, try to reserve your transportation as early as possible.  Once reserved, ask your ground transportation carrier about important logistics and get this information to your attendees.
• As a general rule, if transportation is needed you should expect to spend 5-10% of your budget on transportation.  As with anything, you get what you pay for when it comes to transportation.  A company with a solid reputation will charge more, but is there anything worse than starting an event with transportation issues?
• How many vehicles?  That depends on how many attendees you have, and how long they are willing to wait.  If you’re event is all VIPs you should plan on more (and nicer) vehicles, as they are not going to want to stand around waiting for shuttles.

Getting your group to the site can be tricky, but if you budget effectively and get started early, you’ll be ahead of the game.

Good luck!

First, ask yourself why the event is being held. It is for a group of executives who are there strictly for business (a board meeting, for example)?  Or, is it a training meeting, where attendees will be learning new processes or techniques.  An incentive meeting–where attendees are being rewarded for past performance.

Second, think about how many will be attending. This will make it big difference in which properties you can look at and where.  If you have a huge event, for example, you will not be able to use small, boutique hotels.

Third, think about where guests will be coming from. Will they be flying in from different parts of the country? If so, is a property close to an airport important to you?   If not, how far from the airport are your attendees willing to travel?

Finally, determine what your budget will be for the event. This will also help narrow down the types of properties you can and want to consider once you begin searching for a location.

Need more information?  You can find a budgeting checklist and other meeting and event planning tools in the Event Know-How section.

Good luck!

• What hotels meet your location and budget criteria?

Given your budget and your overall vibe for your event, you should have a good idea of what kind of property you are able to afford.  Of course, you’re going for the most bang for your buck.  Is there a minimum rating requirement (i.e. AAA or Mobil ratings?)  Depending on the popularity of the location you choose there may be several great choices.  Also, do you have a particular brand of property that you prefer?  Like many products, you should find consistency among brands (e.g. Marriott, Westin, etc.) so you know what to expect.

• Look at each property’s amenities.

Once you’ve narrowed down the choices by location and rating, you can visit each properties websites, or have the properties send information to you directly.  The pictures and presentations can be great—but don’t underestimate the value of a personal site visit.  Although there is really no substitute for personal site visit, oftentimes it’s just not feasibleand you’ll have to commit to a property based on your own research and any recommendations you can find.  Don’t be afraid to ask hotels for recommendations or referrals—preferably from companies similar to yours both in size and industry.

If a guest speaker is involved with your meeting, identifying and confirming your guest speaker should be one of the very first things that you do.

1)      Identify your guest speaker

Do you already know the identity of your speaker?  If so, go to step 2).  If not, are you responsible for finding the speaker?  Usually, someone else at your organization will have a good idea of who they want to speak.  If you need to hire a guest speaker, here are some great places to look:

• National organizations and associations in your industry.
• Speakers and attendees from your previous conferences.
• With just a little internet research, you should be able to fine other conferences and meetings within your industry.  Guest speakers will usually be listed in the agenda, as they are part of the attraction of attending the meeting.
• Journals, local papers, and magazines. Think about speakers when you are reading; you can find some interesting prospects.

2)     Determine if you Guest Speaker will be available over your preferred meeting dates

Once you have identified and contacted your guest speaker, you need to get your dates coordinated. If your speaker is not available over the dates, you’ll need to either change your preferred dates or ask the speaker for alternate dates.  If the guest speaker and your schedules do not mesh, you’ll need to make some tough decisions:  can the meeting occur without the guest speaker?  Can you find another guest speaker?  If not, you’ll have to adjust your meeting dates to accommodate the speaker.

If you are working with a MeetingSteward.com consultant, don’t worry about this phase—your consultant asks the right questions and will take care of everything for you.  If you are working on your own, here are some basic guidelines to consider.

• The most important thing to remember is that nothing is set in stone until the contract is signed.  Before then, don’t worry about asking questions or getting complete explanations of any clauses or terms you do not understand.
• Also, when you make this initial contract request, understand that it is just that—the initial request for the first draft.  Anything can be changed and or addressed later if you missed it.

Here’s the basic information that a hotel will generally ask for to get the first draft:

1. Who will be signing the contract? –  Provide name, title, address, phone number, e-mail address.
2. Will there be a primary contact other than the contract signer? If so, provide name, title, address, phone number, e-mail address.
3. Reservation process. There are two options here a) Individual call-ins – your attendees will be calling the hotel on their own so they will need to reference the group so that the hotel knows they are affiliated with your group; or b)  Rooming list –  A list of all attendees that the contact (you?) will provide them.  There will be a date specified in the contract when this is due.
4. What charges will be on the master account? Generally, the “Master” account takes care of everything except “incidentals”, which individuals will cover with a credit card upon check-in.  However, sometimes, the “Master” account will take care of certain VIPs as well.

Again, know that any/all of the above items can be changed later.  This will just get you started.  Best of luck to you!

Group value dates (also called “value rates”, “value dates”, or “hot dates”) are offered by nearly all properties at various times throughout the year.  Generally, they are generally offered during or around holidays and at other times that the property predicts a slowdown based on past their past experience.  With the right timing and luck, you may find rates as much as 40% off.

They may also be offered during more popular times when, for example, a property loses a big corporate meeting to an unexpected cancellation.  In this case, the notice may be very short–but the deal very good.  The challenge is the short notice, so it really takes a unique situation and event.

Finding Group Value Dates can be tricky—they are constantly changing and must be searched “per property”.  In other words, you won’t see, for example, “Marriott property-wide value dates”.  Here are a few ways to find them during your meeting facility search:

• Contacting hotels directly – Once you’ve narrowed down your location, you can begin calling around to properties in the area that fit your criteria.  Very time consuming, of course.

• Signing up for contact from individual hotels or chains – If you know your meeting will take place in a particular city or region, you can get on mailing lists from hotels in those areas.  That way, you’ll automatically be notified as group value dates are available.  The downside is that you may quickly find your inbox full of email from several properties.

• Doing internet research – simply search for “Group value dates [city]/[state]”

Group value dates are a great way to money on your next corporate meeting or event.  If you don’t have time to do the work yourself, remember that MeetingSteward.com consultants are available to help.  We maintain large database of current group value dates throughout the world.

Whatever method you choose, good luck in finding group value dates when starting your next meeting facility search.

2.  Consider transportation and parking logistics. If possible, travel from the airport to the property the same way your attendees will so you will know the distance, time to property, and points of interest along the way. If your attendees have their own transportation, do they have ample parking and/or valet?  What are the costs?

3.  Pay attention to the types of sleeping rooms. You may stay in a spacious suite during your visit, but will your attendees?  If not, be sure that you inspect the “standard” room that is being proposed for your attendees.  In addition, pay attention to the overall feeling of the property and how it relates to your group, in other words try to experience the property like your attendees will.

4.  Location and local geography. Are you doing your site inspection at the same time of year that your event will take place?  Be sure you’re cognizant of the normal weather patterns, as well as cultural and regional influences.  If they go off the property, are the local areas safe? What are the major events in town during that time.

5.  Double-check your meeting space needs. Confirm that the space you are shown is the space that is proposed for your event.  On rare occassion, your proposed space may be occupied.   The hotel should make this very clear and show you something very similar, if not identical.  But it never hurts to ask.  Be sure you know that size and type of space you need, and that everything matches the proposal you received before you scheduled the visit.

6.  Remember: It’s about the meeting! Don’t let the schmoozing during your visit distract you from the reality of the service and property. Ask what other groups or meetings are being held at the same time.  Are there potential conflicts?

7.  Think about contingencies.  Ask what’s going on before, during, and after your event. Are any renovations planned? Will there be any major construction projects in the area or closed attractions?  Also, be sure to also think about any religious or national holidays during this time.

8.  Use all the resources available. The  personnel at the hotel are all familiar with the area–after all, they live there!  Don’t be afraid to make friends with the bellman, front desk staff, concierge, or any other staff you meet.  What better way to learn about the property and the area than from the people who are a part of the community.  Another great resource for local information is attendees who live in the area.  Don’t underestimate the value of their opinions.

9.  Think about the flow. This is easier to do if you’ve attended the event in the past.  You’ll be able to gauge what your group will look like in the proposed space.  Also, where are the dining areas in relation to the meeting space?  How about the sleeping rooms in relation to the meeting space?  Where are the elevators, stairs, or escalators?  The bottom line is that if you’re having trouble finding your way around, your attendees probably will as well.

10.  Have Fun! If you visit several venues over a day or two, you’ll spend a lot of time on your feet.  If you are traveling overnight to do your visits, and your schedule permits, plan for an extra day or half-day for leisure.  Scheduling an on-property spa treatment or round of golf after your visits will not only be relaxing, but you’ll be able to provide valuable feedback to your attendees down the road.

Good luck!

In our last article, we outlined basic steps to help you find a good location for your event.  In this article, we’re going to drill down a little bit farther.  Once you have picked the host city or region, what’s the best way to find hotels or resorts?  With today’s technology and resources, the problem is not finding them, the problem is not finding too many.  Take a look at some of the pros and cons.

1.  Internet research – Do a quick Google search of “San Diego Hotels” for example, and you will quickly see how easy it is to find properties.  Lots of them.  The problem is narrowing them all down to a number you can handle.  Another problem is finding accurate rates — individual rates that you’ll find online are not the same as rates for group events.  Using this method for finding properties, you’ll need to contact hotel sales departments one at a time to get accurate group quotes.  Very time intensive, to say the least.  Although this isn’t the best way to narrow down properties, it is a great way to get a good feel for an area.

2.  Word of mouth recommendations – As with most things, a good recommendation is always the best way to find what you are looking for, and finding a good property is no exception.  There is nothing like having a good friend, coworker, or your supervisor recommending a particular property because they have had a successful meeting there before.  However, don’t forget to ask them how long ago they were there.  The hotel may have done renovations or changed management since they visited.

But should you stop at just that one property?  What if a higher-caliber property down the street just had a big cancellation over your preferred dates?  If you have time, you should always look at other properties in the area.  Get a good snapshot of the marketplace, if only to reinforce your decision.  You don’t want to find out later that a great deal was right around the corner.

3. Convention and Visitors Bureaus – CVBs are great resources to find information about a cities and area attractions.  In addition to being a no-cost resource, CVB employees generally live in the area and can provide great “inside” information about what’s going on about town.  CVBs can also be great resources for assisting with finding properties.  But again, you may end up back at the internet searching problem–too many properties to choose from.  CVBs generally send their leads to all or most of the properties in a given area, as that is part of their mission–to generate business for their local members.  They may not have the time or resources to qualify your event properly.

Another potential issue with CVBs is that your name and contact information will be given to the properties.  Be prepared for lots of follow-up is from hotel salespeople.  Along these lines, if you need to search and three different cities, you’ll need to contact three separate CVBs.  CVBs vary greatly from city to city, so be prepared for inconsistencies with what exactly they will do for you.  These minor disadvantages aside, CVBs are a great resource and are highly recommended.

4. Site Selection consulting firms – Like CVBs, site selection consulting firms (called “3rd parties” in the industry), are an excellent source to find information about hotels and resorts in a given area.  Also, there are also no costs to using site selection consulting firms, as they are compensated directly by whichever hotel earns your business.

However, there are some distinct advantages to using a site selection consulting firm instead of a CVB.  First, a third party will protect your privacy by conducting searches on your behalf, but using their name, not yours.  They will field the follow-up calls from salespeople, acting as a filter for information.  Second, they will qualify your event more thoroughly and only send your meeting specs to those properties that are truly match your requirements.  And, once your event is qualified, a site selection consulting firm can easily do a search in another city or region, if your location needs to change suddenly for whatever reason.  Finally, a site selection consulting firm can help after the search is done–setting up site visits and assistance with negotiating the contract, just to name a few.

MeetingSteward.com is a site selection consulting firm.

5. Finally, consider a combination of methods.   For example, a site selection consulting firm oftentimes works with a CVB to both gather rates and area-attraction information at the same time.  Since both organizations work at no cost to you, why not take advantage of both?  You’ll can get the all the benefits, and avoid all the disadvantages.  If you do go this route, however, be sure to contact the site selection consulting firm first to avoid confusion and duplication of effort.

Finding and narrowing down sites for your event can be a very time-consuming and frustrating part of your process.  However, knowing your options before you get started is the best way to avoid issues.  If you can find a good partner in the industry to help save you time and money, you’ll be way ahead of the curve.

Whatever method you choose, happy hunting and good luck!