6 WAYS TO SAVE ON AUDIOVISUAL

1. Tear down those costs

   Often, AV companies will charge the same labor fees for teardown as they do for setup. Strike, or teardown, takes less time, so teardown fees should be about half or three-quarters of what setup charges are.

2. Identify matching sets

   Put sessions that require the same type of seating in the same rooms so you don't have to pay for room reset costs.

3. Work with outgoing associations

   Find out what associations or organizations are meeting in the convention center or venue before you, and see if you can piggyback off of any of their sets or services. For example, if they are using the same AV provider or decorator, you might be able to work out a situation where they leave certain room sets, staging, and black drape for your event and you foot the bill for dismantle and move-out.

4. Bid out AV and other services

   Consider putting AV service out to bid. Not always, but in many cases, you can find better deals by hiring an outside AV provider instead of using in-house AV.

5. Bring your own

   It may be cheaper to bring your own flip charts, markers, etc., with you.

6. Ask what else you can get

   You may be able to get one complementary microphone per session room, for example.

1. Keep the setup identical. If your meeting lasts more than one day, keep the meeting room setup the same.

2. Use skirted tables instead of renting secretarial desks for on-site offices.

3. Use fewer breakout rooms. This saves on AV and setup costs.

4. Use multitasking meeting rooms. For example, use the same room classroom-style for the education, and banquet-style for serving lunch. Put up screens or use plants to divide space.

5. Use an outdoor venue to minimize décor needs.

6. 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.

7. Develop generic signs that are reusable and that you can Velcro updated information on.

8. Use hotel signboards rather than buying your own.

1. Use members or locals as speakers. Among the membership ranks for just about any association are experts in just about any given field. If possible, ask members to be presenters perhaps in exchange for free registration. Or hire local speakers in the city where the meeting is being held and save on travel costs.

2. Have travel guidelines. For speakers from out of town, have travel guidelines in place so you are not paying exorbitant costs for limo transfers, five-star hotels, or first-class airfare.

3. Use homegrown talent. While it's fine to use big-name talent for one night, consider tapping into local religious groups, youth groups, or school groups for music and other entertainment needs.

4. Hire now to lock in rates. Speakers and entertainers often raise their rates every year. Lock in at this year's rates.

5. Negotiate a flat rate instead of fee plus expenses.

6. Piggyback speakers and entertainers with other groups in the same hotel or same city.

7. Use versatile acts. Try to book acts that can take part in more than one piece of your event.

1. Keep events close. With gas prices high, shuttle costs are going up. To keep rates to a minimum, schedule special events as close to the bulk of the guest rooms as possible, or seek convention facilities with as many rooms within walking distance as possible.

2. Use public transportation. Educate attendees on public transportation options in a city, particularly if there's a stop right at the convention center. Often, it's quicker than taking a shuttle through downtown — and cheaper for attendees than a cab.

3. Distribute vouchers. Instead of using meet-and-greet services, give out vouchers for airport shuttles and/or fare for public buses or subways.

4. Ask for complimentary limo service for VIPs. When negotiating, request complimentary limousine service for VIPs to and from the airport. Also, inquire about reserved and complimentary parking for them if they're driving to the meeting.

5. Establish a transportation “window.” Set up a four- to eight-hour window for transporting delegates to cut back on bus transfer costs.

6. Ask for coupons. Ask the local taxi company about discount coupons for local shows, restaurants, and sight-seeing attractions.

7. Use the air-carrier's VIP lounge for the group's meet-and-greet.

8. Get sponsors to help defray the costs of the shuttle system in exchange for ads at hotel shuttle schedule postings, the shuttle stop at the convention center, and on the buses themselves.

Editor's Note: I know, I know. This is only 48 of the promised 125 tips — For the remaining 77 cost-saving tips, visit our cost-saving tips page.