Incentive - December 2007 - (Page 29)

“By correctly reading the demographics of the group, you can focus on what is needed to make the event a success.” cover the costs of the gifts. When a client wants extensive lighting, I have checked with the people who had the room or venue the night before or after to see if we may be able to share the cost of some of the lighting by using similar plans that we could still individualize. I get excited when I have to be creative to make things work in a certain budget. The one thing I have learned is that even the most well-off companies with big budgets really appreciate it when someone is watching to see that money is spent wisely and that they are not taken advantage of. Most of all, we know this is a business of long hours, so remember to have a little fun with the planning. It will remind you of why we are all in this business. Look for discounts By working with an established DMC or event planning company, you may be able to take advantage of volume discounts that they have with vendors they use throughout the year. Ask to see where they can help you save money. Whoever said creativity costs? It can be a fun challenge to figure out how you can create a champagne atmosphere on that beer budget of yours. If you can’t afford the $300 centerpieces, think of something that may tie into your theme. Lighting can be magic! If the décor budget can’t quite create the feeling you want, lighting makes all the difference. It creates a mood, a feeling and a look. Empty spaces will appear less bare, and the energy from the light creates an impact. Determine what each venue offers Some of my favorite tips in looking for “bang for the buck” include: Select a value date For example, many companies now do holiday parties in early January to kick off the new year. Guests are less rushed, and the prices and availability of most venues are lower. Decide what’s In and what’s Out While two similar spaces may have the same rental costs, ask what is included in that number. Will there be an extra charge for security, a surcharge if your event runs late? Is any audiovisual equipment already built in and able to be used without charge? By getting line-item budgets from caterers, floral designers, entertainment providers, etc., you can add and subtract items as you see fit. Maybe the ladies’ room goes without flowers, but more money can then be put into an exciting entry display. Try to get a venue close to the hotel With incentive groups, we often look at venues within a few blocks of the hotel the group is using, saving on the costs of transportation and extra staffing and signage. Know your audience Focus the fun Get competitive bids By researching reputable suppliers and getting two or three bids, you can compare pricing and what each vendor is including, to see how each matches your needs and budget. By correctly reading the demographics of the group, you can focus on what is needed to make the event a success. A board of directors for a bank, for example, doesn’t want a rock band or to be at a “cool” place, while Gen-Xers might feel trapped in the ballroom of a five-star hotel. So many people feel that they have to have a lot going on to create “sizzle,” but remember guests are there to be rewarded and to relax. Overpowering the senses does not mean the same thing as impressing attendees. Fireworks are fabulous, but limit the number of highlights, so guests can have a focal point, and your accountants don’t heckle you. incentivemag.com | December 2007 | Incentive | 29 http://incentivemag.com

Table of Contents Feed for the Digital Edition of Incentive - December 2007

Incentive - December 2007 Contents Editor’s Note: Revved Up In the News Cover Story: Rolls-Royce Empowers Its Own Case Study: Booz Allen Hamilton Beating Your Best Incentive Primer: Add Value to Your Event Keeping Safety In Mind Incentive Interview Potentials Here and Now Research: Corporate Gifts Facts Report Tabletop Awards: Travel Gift Cards Travel News Viva Puerto Vallarta Indigenous Spas Advertiser Index Off the Cuff: Ambassador Christoph Bubb Luxury Brands Special Supplement

Incentive - December 2007

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