M&C's Frugal Planner's Tip of the Week e-newsletter offers the best money-saving tips around. Here are some of our favorites. (To receive a free weekly tip in your inbox, go to mcmag.com to sign up.)
Three-Drink Bar Menu In place of an open bar, limit alcoholic offerings to beer, wine and one conversation-starting specialty drink, like the Peabody Orlando's signature jalapeño-infused cocktail (called Rocks Burning) or a classic three-olive martini. Thanks to Cindy Shanholtz, owner of Chicago-based Effortless Events, for the tip.
Tote This These cheery laptop bags from Poppin are just $19 each and include convenient outer pockets for everyday essentials. The bags are available in 13- and 15-inch versions and six color combinations. Call for customization options. (888) 676-7746
Gobos a Go-Go Gobos are pieces of metal with shapes punched out of them; when placed in front of a light, the shape is projected onto a wall or floor. One made with a company logo can be reused at any event to save money. Bay Stage Lighting (813-777-1069) in Tampa, Fla., charges $125 for metal gobos. The company also makes more durable glass gobos for $238 each. Thanks to Kelley Rexroad, principal consultant of Odessa, Fla.-based Krex Consulting, for the idea.PHOTOGRAPH: J.W. GREEN
Sweet Ending Set up a candy buffet stocked
with treats like Skittles, M&Ms and Jolly Ranchers in place of
traditional desserts. Ask your venue for glass containers and bowls, and
order the goods from a bulk distributor like CandyWarehouse. (310) 343-4099
Good Will Housing
Negotiated complimentary hotel rooms usually are given to staff or
VIPs. Here's another idea: Designate some rooms for students and other
members who cannot afford housing. Helping such individuals now will
make it more likely they will come (and pay) in the future. Thanks to Visit Fairfax for the idea.
Easy Labor
To save on labor and rigging costs, ask your venue contact if an event
is happening in your space directly before yours. If so, try to
"piggyback" on the departing show by using the same vendors and keeping
the same setup. Depending on how much of the pre-existing set you can
use (lighting, décor, A/V), you might need only to pay for minor
adjustments. This tactic can save a bundle in labor, shipping and
drayage. Thanks to Boston-based JCALPRO, a full-service production firm, for the tip.
Table ToppersLuna Bazaar's
etched glass bottles only look expensive. The vessels, available in a
variety of styles and colors, add a vibrant touch to tablescapes when
mixed and matched. Cost: $2.35 each for bulk orders of 24 or more. (800)
223-1106
Game, Set, Match
Looking for team-building activities beyond scavenger hunts and ropes
courses? Consider classic games like volleyball or bocce. Resorts often
have the equipment, and many can provide a recreational coordinator to
officiate at no charge. Negotiate prizes, like a massage or a future
night's stay, into your contract to sweeten the pot. Thanks to Mary
Hutchcraft, director of group sales at the Shores Resort & Spa in Daytona Beach, Fla., for the idea.
Orchid Effect Love
the look of pricey flowers like orchids or lilies but don't have the
budget for lush bouquets? Use just a few stems, creatively displayed.
Susan Rapson, owner of Vail, Colo.-based A Secret Garden,
fills a 16- by 4-inch glass cylinder with water up to three inches from
the top, submerges three Dendrobium orchids or mini calla lilies, and
then places a floating candle on top. Rapson says this technique can
save up to $45 per arrangement. (970) 476-2241
Way Finder Etsy shop Kerned
creates simple but elegant maps to help attendees find their way to
your event. Basic maps include up to five points of interest around the
venue, as well as directions to the meeting site. Since the designer
sends you a PDF of the map, you save a bundle by printing or e-mailing
it yourself. Cost: $40; additional points of interest can be added for
$2.
Ballpark vs. Ballroom Pressed to plan a budget-friendly client-appreciation event, Greg Jenkins, owner of Southern California-based Bravo Productions
(562-435-0065), thought beyond the typical cocktail reception. Instead
of paying for ballroom décor, open bars, entertainment and pricey eats,
he arranged an evening at the ballpark. A motor-coach ride to the game
gave company execs time to welcome the group, and a cooler of snacks and
drinks kept everyone happy. The tickets cost about $35 per person, the
coach was $400 and refreshments ran $7 per person. "The F&B, A/V and
labor at a venue can cost twice as much as the costs for a baseball
outing," notes Jenkins. "And décor, equipment Meeting Planning Professionals, rentals and other reception costs have not even been factored into the equation."
Fill With Color A
large, raw space can be less costly than other made-for-meetings
venues, but making the room feel intimate can be a challenge. Instead of
decorating the space with large props, furniture or other expensive
setups, try up-lighting, which uses color filters for dramatic effects,
to fill the room. Thanks to Annmarie Latta, sales and marketing manager
at Providence, R.I.-based ATR/Treehouse, for the idea.
Orderly Carryall Take
a cue from the fishing crowd: Use a tackle box to keep office and
first-aid supplies organized while on-site at a meeting. Paula J.
Rigling, CAE, CMP, and president of Austin, Texas-based Meeting Planning Professionals, bought her tackle box from Walmart, where prices start at about $10.
Bold and Budget-Friendly The award-winning wines from Walla Walla, Wash.-based Charles Smith Wines
pack a lot of personality into their whimsically decorated bottles. The
label's popular series of five varietals -- from the rich and spicy
Boom Boom Syrah (pictured) to the crisp Eve Chardonnay -- sell for less
than $20. Thanks to Emily Wines, Kimpton Hotels' master sommelier, for
the recommendation. (509) 526-5230