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March 2009 Cammy Lopez Hazim, of Cl Consulting
is a part of the "Live United" Campaign to encourage volunteerism in
Hispanics by the United Way Capital Area. To learn more about the campaign or to get involved, visit: http://www.unitedwaycapitalarea.org/
November 2006 ~ Austin Business Journal Frugal but Fabulous
Planning an Event on a Budget
By: Cammy Lopez, Cl Consulting
When
planning an event for corporate clients, decisions tend to revolve around the allocated budget. While funds should be an important
consideration and help in determining a direction, they should not define the outcome. Many successful events have been executed
on a limited budget. To assist in this process, consider hiring a professional. Their expertise is an effective way to maximize
your dollars and generate creative ideas. Cammy Lopez, Event Marketing Director of inHOUSE Events, offers these 10 tips to
execute an event on a budget.
Negotiate, negotiate, negotiate!
Know the value of the business you are
bringing in. Are you a repeat customer? Are you providing business during an off-peak season? Don’t be afraid to ask
for flexibility. As long as you are honest about your needs, most establishments will work with you.
Forego
pricey cocktails in favor of beer and wine
Liquor adds up quickly. By serving beer and wine you can cut costs substantially.
Look into getting beer and wine that are region specific. Are there breweries or wineries nearby? This is a great touch
to tie everything together.
Roommate Option
By encouraging staff to share rooms you can cut your
sleeping room budget in half! To sweeten the deal, offer attendees who room together incentives. Be sure to go over your contract
carefully to make sure you won’t incur any charges if you downsize your rooming list.
Book in volume
Many clients book multiple meetings throughout the year. If this is the case, consider hosting joint meetings
with other departments or sister companies to increase leverage. Book a summer meeting and the office holiday party at the
same location. By booking multiple meetings and events at once you become a repeat customer and you become more valuable.
Do your homework
Look at the peak vs. off-peak seasons. Hosting a meeting during a venue’s slow
season can allow more room for negotiations. Also, review your city’s convention and event calendar. Avoid planning
meetings during huge conventions and large festivals. Hotels, transportation and restaurants are in higher demand during these
times, which means higher prices and less availability for your guests.
Enlist the help of a professional
There are several companies who specialize in planning meetings and events. Hiring a Meeting Planner or “DMC”,
Destination Management Company can give you access to their resources, knowledge and buying power. These professionals have
established relationships with vendors and are able to get you discounted pricing.
Find venues that have
recently opened for business
The venue gets needed exposure and you get a great deal. Offer to promote the new venue
by using their logo on your event materials (invites, websites, etc). In exchange, you can request perks for your guests,
such as free valet parking, an amenity or a coupon for a discounted meal or hotel stay. As with any new business, check out
the food, service and staff prior to booking to ensure it’s a good fit.
Look for sponsors
Most
businesses are always looking to connect with potential clients. If your audience is their target market, you may be
able to capitalize on this relationship. If you are planning an event for educators, seek out a publishing company or a teacher’s
credit union. Often times these places will be happy to sponsor a breakfast or provide conference materials in exchange for
face time with clients. Be sure expectations are clear and in writing, so that everyone wins.
Boost next
year’s attendance at this year’s meetings
The greater your numbers, the greater your bargaining power. At
hotels and restaurants bigger usually means better…rates, that is. Be sure future dates and locations are visible on
all conference materials and at the registration area. Making your meeting a creative and memorable experience for each attendee
can leave them anxiously awaiting your next event.
Measure your success
Create a simple survey for attendees.
Find out what worked for them and what didn’t. Often times, less is more, and this is a great way to find out
if your money was spent effectively. Fewer handouts? Too much food? Learning this valuable information could save you money
in the long run.
Cammy Lopez is the founder of Cl Consulting
based in Austin, Texas. She is currently a member of the Texas Hill Country Chapter of MPI and serves on the board of the
Young Hispanic Professional Austin Association. She is actively involved in the community, donating her time to various non-profit
organizations.
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June 2008 Cammy Lopez, founder of Cl Consulting is featured in the June 2008 issue of Successful
Meetings magazine. Read the Article... http://www.mimegasite.com/mimegasite/articles/article_display.jsp?vnu_content_id=1003814824 ___________________________________________________
April 2008 Cl Consulting is now certified as HUB Business
Historically Underutilized Business (HUB) Program A HUB is at least 51% owned by an Asian Pacific American, Black American,
Hispanic American, Native American and/or American woman, is an entity with its principal place of business in Texas, and
has an owner residing in Texas with a proportionate interest that actively participates in the control, operations and management
of the entity’s affairs. The statewide HUB Program facilitates the use of HUBs in state procurement and provides information
on the state’s procurement process to minority and woman- owned businesses.
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