BILL BLODGETT, CMP
Director of Event Management, JW Marriott Starr Pass Resort & Spa, Tucson, Ariz.

Budget savers:

“Give the hotel an opportunity to bid on all revenue-generation streams (audiovisual, décor, transfers, off-site activities, amenities) in an effort to create a comprehensive package that offers the best overall value to the company. Collaborate with the event manager, explaining your top budget priorities. Leverage the hotel's national contracts for products, enabling the event manager to offer the best possible pricing. Finalize food and beverage early in the planning process, allowing the hotel to take advantage of preferred pricing available from its vendors. Hotels pay handsomely for last-minute and out-of-season items.”

The key to successful CSM/planner partnerships:

“Agree on a preferred method of communication and expectations for response times. Divulge business commitments that may divert your attention and for what period of time. Respect each other's responsibility to their organizations.”

STUART KOTAKE, CMP
Director of Catering & Conference Services, The Kahala Hotel & Resort, Honolulu

Budget savers:

“Change it up. Breakfast is cheaper, so suggest a morning awards program with mimosas, bloody marys, and passed hors d'oeuvres. Plated meals are best for controlling costs both for client and hotel, but you can add a family-style appetizer platter or follow up with a dessert reception to break up the mundane plated meal.”

The key to successful planner/CSM partnerships:

“Planning sessions. Send program questions and outlines prior to a scheduled conference call. Start 60 days out then have a weekly check-in call at a standard time.”

Planners should know that:

“The earlier we get information, the greater the opportunity we have to help save money. Food is cheaper if we can buy ahead and in larger quantities. A strong CSM communicates to purchasing and the chef.”

SONIA DATTA
Senior Meetings & Special Events Manager, The Ritz-Carlton, Palm Beach (Fla.)

Budget savers:

“Share your budget and let us work within those parameters. Our culinary team partners with clients to create customized menus within budgets. Plan events outdoors or in a room with a view. You can save money on linens, flowers, and other décor when you let the beauty of the property speak for itself.”

MICHAEL CHAMBERLIN, CMP, CHME
Director of Event Management, JW Marriott, New Orleans

Budget savers:

“Order food items in quantities, not per person: For example, a fresh fruit platter costs $75, versus $7.95 or more per person for 25 people. At breaks, replace bottled water with pitchers of water. Use pitchers of water in the meeting room as well. (This way, you're also going green.) Instead of flip charts, request whiteboards with markers and erasers (another ‘green’ choice). If you need to keep data from the meeting, have someone take notes. Save time and money by not printing handouts but making a PowerPoint presentation available for download instead.”

What do you need from planners to help you do your job well?

“The group's hot buttons, what may have worked well or not well in previous programs, and what the company's expectations are for the outcome of the meeting.”

MICHELLE MCDUFFIE
Director of Catering and Conference Services, InterContinental New Orleans

Budget savers:

“When providing limited food-and-beverage service, present an abundance of fewer items rather than smaller quantities of a lot of items. Be creative and conform your program to take up less space with more flexible sets. Flexible sets can keep room turns to a minimum and save on labor fees. They also allow hotels to be more flexible on minimum F&B expenditures.”

The key to successful CSM/planner partnerships:

“Communication, timely receipt of information on both sides, delegated leadership (for larger events with third parties, it becomes confusing and redundant to hear the same information from many on-site voices), reasonable expectations of banquet-service parameters, and not trying to accomplish extraordinary tasks.”

OSCAR BELLENGER
Senior Event Manager, Pointe Hilton Tapatio Cliffs Resort, Phoenix

Budget savers:

“Focus on areas that have the least impact on the comfort of the attendees. Chip away at items that are a great touch in more plentiful times but when eliminated do not sacrifice the impression of the meeting. Continuous beverages are nice, but providing food and beverage only at structured break times is a way to reduce costs.”

The key to successful planner/CSM partnerships:

“Communication is the golden rule. In today's environment, shrinking attendance and room blocks are not uncommon. I hope that meeting planners are aware that the hotel, through enlightened self-interest, is going to help to drive attendance or sell remaining rooms to mitigate damages. The key to this is honest and early communication of registration trends for the group.”

TOM KEEVES
Director of Event Management, Boston Marriott, Copley Place

Budget savers:

“For some of our larger meetings, planners fill every breakout room with a standard list of A/V equipment that may or may not be used. Have presenters confirm what they need in advance so you don't rent extra items. Almost all event contracts have attrition clauses. If planners believe they are at risk, we encourage releasing rooms and meeting space early. If we resell this inventory, we can eliminate or reduce their financial obligation.”