With many companies heading into their year-ends, planners are often handed the task of tightening the belt on a nearly exhausted current event budget while laying plans for stretching next year's.
It is important to be upfront with suppliers on what the real bottom line is. If budget is tight, take a collaborative approach with your event team to decide the mix of components needed to achieve success without sacrificing impact.
Thanks to our merry band of budget-smart suppliers, we offer the following money-saving ideas and tips for helping balance the event books:
IN THE A-V COLUMN
- If taping down cables doesn't pose a problem, use wired microphones on stands for Q&As and head tables rather than the more expensive wireless.
—Steve Sampaio, LCD Lite Concept Design, www.lcdfx.com
- Pin spot lighting packs a cost-effective wallop when focused on centrepieces, art and lounge elements. —S.S.
- Choose from a supplier's stock gobo images rather than having them custom design ones. —S.S.
- For out-of-town events, hire local stagehands and technicians—saves on travel and boarding costs. —S.S.
- For straightforward meeting requirements, share an a-v technician between more than one breakout room. —S.S.
- When possible, avoid scheduling your event during peak times in order to take advantage of discounts and attractive rates that suppliers, including a-v, may offer in order to keep their company's infrastructure busy.
—Bill Guest, CCR Solutions, www.ccrsolutions.com
IN THE VENUE RENTAL COLUMN
- Where possible, negotiate a food and beverage minimum in lieu of the venue rental. —Michelle Planche, Paradigm Events, www.paradigmevents.com
- Your choice of venue can help save costs in various areas. Scout out a venue that has conducive wallspace to project sponsor logos and backdrop visuals on to, and architectural elements that can be effectively lit and integrated into the decor. —M.P.
- During a site inspection, make note of the props and furnishings a facility has on hand that you could work into the event décor. —M.P.
IN THE ENTERTAINMENT COLUMN
- If several acts are required, use one entertainment agency and negotiate a bulk discount rather than paying multiple fees to agents for different artists.
—Patricia Silver, Sphere Entertainment, www.sphereentertainment.com
- Multi-task your talent with performers doing double-duty as greeters, strolling entertainment, encouraging audience participation etc. before and after hitting the main stage. —P.S.
- Give the appearance of a large entertainment cast by using character actors who can slip in and out of many different personas, roles and costumes throughout the event. —P.S.
- A big-name act out of your budget? Look for a sponsor who would benefit from the raised profile. Sweeten the pot by negotiating with the artist to do something special for the sponsor such as a private meet-and-greet or autographed merchandise. —P.S.
- Creating a showboard area with artist's picture and bio is a low-cost method of elevating and building on-site anticipation for your entertainment.
—Carol Priest, Carol Priest Entertainment, www.CarolPriest.ca
- Only book your talent for the minimum required time. Pros perform on a regular basis and don't require much (if any) rehearsal or long set-up times. Unless they're scheduled elsewhere in the program, there's no need to have them hang around before or after their performance.
—Stephen Clutsam, Mandala Communications, www.mandalacommunications.com
IN THE DÉCOR BUDGET COLUMN
- Discover the economics of powering up design fundamentals—focus, space and flow. Think of innovative configurations and positioning of décor elements throughout a room such as clustering three tables into a “clover leaf” configuration for added impact.
—Dan Noot, Décor & More, www.decorandmore.com
- Acrylic + lighting = Wow! Acrylic design accents—from beaded ceiling treatments to furniture-pack an added—value punch when properly lit for full effect. Throw in some acrylic blocks or beads atop LED pucks and watch a table centrepiece come to life. —D.N.
- For sit-downs, don't rule out extras such as charger plates, napkin treatments and chair décor. Individually, these elements signal an “attention to detail,” and collectively, really cocoon guests in an easy and affordable VIP treatment. —D.N.
- To extend the impact of your venue and event propping, create height interest and gathering spots throughout the space by putting some of the furniture on risers. —D.N.
- Rather than going the rental route, especially for annual events, check out the cost of having props and design elements made. Owning them means you can use them for future events which helps amortize the cost. —Stephen Clutsam
IN THE CATERING COLUMN
- Instead of costly hors d'oeuvres, offer a platter of Canadian artisan cheeses with figs, pears and quince jelly. While great cheeses are not inexpensive, you avoid the costs of ingredients, prep and labour associated with serving a multiple hors d'oeuvres menu.
—Nicole Pieckenhagen, Couture Cuisine & Event Artistry, www.couture-cuisine.com
- Buffets are only less expensive if you have a large guest count. Since food stations offer a huge variety, and always have to look plentiful, you're often paying for more food than you need. —N.P.
- Tasting- or tapas-style menus are a feast for the eyes as well as the belly. Keep in mind, though, this menu format can pile up costs since it requires more cooks in the kitchen, more servers in the dining room and a greater number of rentals such as plates, serving pieces and utensils. —N.P.
- Offer one knock-out signature cocktail along with wine and beer. Limiting the bar selection helps keep the beverage bill in check and reduces stemware rentals. Remember, the greater the variety, the more costly the event. —N.P.
IN THE MARKETING & PROGRAMMING COLUMNS
- Postcards are a cheap and cheerful way to send out event info and invites plus eliminate the need for envelopes. There are also free online services such as www.evite.com that can be used to send invites for small gatherings. —Michelle Planche
- Don't underestimate the power of a well-crafted and timely voicemail. Voicemail is a great way to pre-promote to guests and follow up afterwards.
—Trish Renna Zado, Loft Communications & Events, www.loftcommunications.com
- Presentation formats don't need to be elaborate, just interesting. Mixing up ways to deliver content helps engage audiences. Break the ice with an interactive quiz. Build momentum by interspersing lecture podium presenters with guest speakers, panel sessions and short activities for the audience. Add in a press conference-style Q&A. —T.R.Z.
- Hiring a professional host as emcee is often money well spent. Not only do they give depth and polish to an event but they help ensure seamless timing, smooth introductions and added entertainment value. —T.R.Z.
- Give your event an inexpensive sense of community by creating a blog or online forum and encouraging guests to share their thoughts, ideas, ask questions, give feedback etc in real-time. —T.R.Z.
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