Here are some tips on how meeting planners can save money in setup and staging. Click here to add your own tips, or to edit any of these.
- Find out which groups are in the hotel just prior to and following your meeting, and work together on your staging requirements. This will save money for setup and teardown.
- If your meeting lasts more than two days, keep the meeting room setup identical.
- Use skirted tables instead of renting secretarial desks for on-site offices.
- Reduce the number of breakout rooms needed, saving audiovisual and setup costs.
- Use the same room with two setups. For example, use the room classroom-style for the course, and banquet-style for serving lunch. Put up screens or use plants to divide the space.
- Use an outdoor venue to minimize décor needs.
- Use public facilities such as libraries, parks, botanical gardens, and museums. They can be very cost-effective because you can sometimes use your own caterer and vendors.
- Develop generic reusable signs you can Velcro updated information on.
- Use hotel signboards rather than buying your own.
Sources: Jason Eggleston, operations manager, meeting logistics, American Society of Microbiology, Washington, D.C.; Barbara Dunlavey, CMP, CAE, executive director, Biomedical Engineering Society, Landover, Md., Vicky Betzig, CMP, founder, Meetings Industry Consulting, Brookfield, Wisc.; Christine Simpson, CMP, meeting planner, Gas Processors Association, Tulsa, Okla.; Gary Rosenberg, CMP, partner, Rosenberg and Risinger, Culver City, Calif.; Sandy Biback, CMP CMM Imagination+ Meeting Planners Inc.