“Communication and transparency are important. Talk to your hotel and vendor contacts about your end goal. Typically, if you give them your budget, they will work with you. Also, be open to alternatives. And build a relationship. When vendors become friends, the work gets easier.”
- Jenna Elizabeth Even, CMP, American Express Global Business Travel
Another way to keep costs down is to be cognizant of other meetings taking place around the same time and in the same location.
MEETINGS MAGGIANO’S LITTLE ITALY
“Believe it or not,” cautions Curtolo, “a big thing that can negatively impact the budget of your meeting are other meet- ings. It’s important to do a little research about your destination prior to making your final selection. Contact local CVBs, third party management companies, or even national sales representative for branded properties and ask them for a little bit of background information regarding the time and dates you’re considering.”
at
After all, knowledge is power, as they say. Knowing in advance about any citywide, annual meetings, political functions or sporting events that could potentially limit available inventory or raise the rates a planner receives in their RFP bids can help with the decision to plan the meet- ing or event elsewhere or perhaps to reschedule for a more budget-friendly date on the calendar.
BREAKFASTS | LUNCHEONS | DINNER MEETINGS CONVENTIONS | CARRYOUT | OFFICE CATERING
With space for 10-200 guests and group-friendly dining options, our private banquet rooms can
accommodate any function big or small. Let us make your next corporate event a memorable success!
CHE CHERRY HILL HERRY HILL HERRY HHERRYHERRHER HERRY H HERRY HILI LHERRY HIL
2000 ROUTE 38, SUITE 1180, CHERRY HILL, NJ 856.792.4480
KING OF PRUSSIA 205 MALL BLVD,
KIKING OF PRUSSIKING OF PRUSSIA KIN KING O KING KING OF P KING OF KING OF PR KING OF PRU KING OF PRUS KING OF PRUSS
KING OF PRUSSIA, PA 610.992.3322
MAGGIANOS.COM/BANQUETS PH PH HILADELPHIA HILADELPHIIHILADELPHIAHILADELPHHILADELPHILADELHILADEHILADHILAHIL 1201 FILBERT ST,
PHILADELPHIA, PA 215.567.2401
When it comes to site selection, event and meeting specialist Ronnie Anderson, CMP of Ronnie Anderson Events explains, “I'm looking for somewhere that has an allure or draw of it's own - a place people want to go to, with something to offer beyond the event, whether that be a fabulous tourist attraction, a great hotel with many amenities, or gorgeous surroundings.”
When on a limited budget, however, she notes that these are the types of places that can fetch the highest rates. Securing these locations while working within a tighter budget requires booking during “low” or “off-peak” season, or perhaps mid-week. Otherwise, she explains, a less desirable venue may be the only option.
To save money while working with suppli- ers and vendors, Anderson suggests that it really comes down to due diligence when sending out RFPs. Comparing quotes, evaluating what they are offering with a fine-tooth comb, and then negotiat- ing for the best possible rates.
Other ways to save include watching for excess expenditures on everything, from
4 8 Marchz April2020
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