Cost Savings for Government Meetings: Stretching a Government Dollar

1. Cost Savings for Government Meetings: Stretching a Government Dollar www.sgmp.org Presented by: Debra Kopkau, MBA, GMS Michigan Chapter SGMP

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 Gifts and Amenities • 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 • List your “must haves” • 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 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. Transportation 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 www.sgmp.org

10. 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

11. 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

12. 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

13. 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

14. 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

15. Sponsorships • 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 www.sgmp.org

16. Evaluations 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 www.sgmp.org

17. 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

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 Debra Kopkau and Edward Scannell, Trustees for Education and Programming, January 2012. www.sgmp.org