Free eBook - 35 Ways to Cut Costs and Add Impact
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Frugal Planners, we feel your pain! ...

Frugal Planners, we feel your pain!

Your biggest challenge is how to “do more with less”. When it comes to meetings, incentive travel programs, and group events, you want to cut costs but add more wow. The tricky part is how to cut back without looking cheap. In other words, you want to “Trim the Fat, but Keep the Sizzle”.

We’ve gathered the best money-saving secrets from meeting professionals and industry sources, and added our own tried-and-true tips to create the “Ultimate Guide to Trim the Fat and Keep the Sizzle”. This free checklist contains 35 smart and creative ways to save money and add huge impact to your events.

Add this checklist to your planner toolkit to save
up to 40% on your next meeting or event.

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Free eBook - 35 Ways to Cut Costs and Add Impact Document Transcript

  • 1. THE ULTIMATE GUIDE TOTRIM THE FATAND KEEPTHE SIZZLE 35 Tips to Cut Costs and Add Impact to Meetings and Events
  • 2. TRIM THE FATAND KEEPTHE SIZZLE35 Ways To Cut Costs And Add ImpactTo Meetings And EventsARE YOU A FRUGAL PLANNER?The biggest challenge facing today’s meeting and event planners continues to be how to “domore with less”. You want to reduce expenses, but you’re also expected to produce programsthat boost attendance, motivate performance and create lasting impact - and ultimately,improve your organization’s ROI.When it comes to meetings, incentives and group events, you want to cut costs but add morewow. The tricky part is how to cut back without looking...cheap. In other words, you want to“Trim the Fat, but Keep the Sizzle”.We hear you!So we’ve gathered the best money-saving secrets from meeting professionals and industrysources, and added our own tried-and-true tips to make your job easier. Our “Ultimate Guideto Trim the Fat and Keep the Sizzle” checklist contains 35 smart and creative ways to savemoney and add huge impact to your events.Whether you’re a new planner or a seasoned pro, you’ll want to add this checklist to yourplanning toolbox to save up to 40% on your next event. You’re guaranteed to please yourattendees and satisfy stakeholders - making you a superstar planner! Find more information at LandryKling.com or call (800) 448-9002 or +1 (305) 661-1880
  • 3. CHECKLIST | 35 Ways To Cut Costs And Add Impact To Meetings And Events FOOD & BEVERAGE COST-CUTTING TIPS FOR OR YOU COULD CHOOSE A CRUISE. TRADITIONAL VENUES WAYS TO SAVE WITH CRUISE EVENTS (TRIM THE FAT) (KEEP THE SIZZLE) Be Frugal With Food No Need To Scrimp (Let Attendees Pick Up The Tab) (All Meals Are Included) Begin sessions after breakfast, eliminate Attendees can begin the day with breakfast coffee and pastries in the meeting room buffet in the cafe or on deck, continental break- fast on their private veranda, or freshly prepared breakfast served in the dining room Consider putting the breakfast in the back Your participants can enjoy full breakfast before of the meeting room Donald Cooper: 40 Ways to the meeting - it’s already included Save Big Money on Your Next Conference! Save by ordering coffee by the gallon and Coffee and danish complimentary in the meeting muffins by the dozen rather than x-number room (minimal per person set-up fee may apply) of continental breakfasts Donald Cooper: 40 Ways to Save Big Money on Your Next Conference! Recycle breakfast leftovers. No need to salvage - meeting room refreshment Nonperishable items from continental breaks with coffee, tea and pastries are included breakfast can be served again during (minimal per person set-up fee may apply) morning break Meetings & Conventions for Top 20 Cost-Cutting Tips Negotiate coffee price per consumption in Coffee included during your meetings meeting room, serve in smaller cups (6 oz vs. 8 oz) Schedule lunch breaks during meetings. Enjoy lunch from casual indoor/outdoor buffets Attendees are on their own with made-to-order items, poolside grill, or dining room - ocean views also included! Ration lunches - use creative plating techniques Lunch complimentary from a variety of venues such as bento boxes Meetings & Conventions for Top 20 Cost-Cutting Tips Find more information at LandryKling.com or call (800) 448-9002 or +1 (305) 661-1880
  • 4. CHECKLIST | 35 Ways To Cut Costs And Add Impact To Meetings And Events FOOD & BEVERAGE COST-CUTTING TIPS FOR OR YOU COULD CHOOSE A CRUISE. TRADITIONAL VENUES WAYS TO SAVE WITH CRUISE EVENTS (TRIM THE FAT) (KEEP THE SIZZLE) Negotiate menus for special dietary needs Cruise ships can accommodate most special (Kosher, gluten-free, vegan etc.) diets at no additional cost Recycle non-perishables from lunch (i.e. Meeting refreshment break included (minimal desserts), serve during afternoon meeting per person set-up fee may apply) break Lock in menu prices Event participants order off multi-course menus in ship dining rooms or casual venues - menus change daily, saving you money and planning time Work with the chef to develop menus - use Variety of menus to choose from in main less expensive cuts of meat and use varied restaurants - offering everything from spa- seasonings to “spice up” meals MeetingsFocus: inspired selections and international 20 Takeaway Budget Tips, by Bonnie Walsh specialities to steaks and seafood See if you can use the same menu as another All meals, including dinner, included on a ship group that was meeting in the facility meetingsnet: 125 Ways to Save on Meetings Dinner at leisure - give attendees a list of Dinner is complimentary on the ship; choose restaurants near the property from casual to gourmet -some ships even offer course-by-course in-suite dining Rely on history for meal guarantees to avoid Attendees order off a menu and eat as much as paying for meals that are not consumed they want - meals are complimentary Reduce reception time to 45 minutes One hour welcome reception with hot & cold canapes and open bar typically included; additional “farewell” reception can usually be negotiated Find more information at LandryKling.com or call (800) 448-9002 or +1 (305) 661-1880
  • 5. CHECKLIST | 35 Ways To Cut Costs And Add Impact To Meetings And Events MEETING ROOMS & AUDIO VISUAL COST-CUTTING TIPS FOR OR YOU COULD CHOOSE A CRUISE. TRADITIONAL VENUES WAYS TO SAVE WITH CRUISE EVENTS (TRIM THE FAT) (KEEP THE SIZZLE) Negotiate Rental Rates Use Of Meeting Space And And Fees AV Are Complimentary Negotiate meeting room rental fees Cruise ship meeting and venue space always complimentary Piggyback on outgoing groups to use their AV Complimentary use of audio/ visual equipment including: AMX touch panels, monitors, VCRs and DVD players, microphones, LCD and over- head projectors, video walls, tele-conferencing, plasma screen TVs Bring your own AV Basic A/V equipment already onboard the ship Work with one AV provider to secure volume No charge to use ship’s A/V discounts Use fewer breakout rooms (saves on AV and A/V is included in meeting rooms and lounges set up costs) Bring your own equipment - flip chart, pads All included with your cruise program and markers, extension cords Consider a movie theater - take advantage of No need to rent a venue or pay for transfers! venue’s acoustics and tiered seating meetingsnet: Cruise ships have beautiful, multi-tiered theaters Checklist: 35 Money-Saving Meeting Tips with state-of-the-art sound, light and production capabilities Find more information at LandryKling.com or call (800) 448-9002 or +1 (305) 661-1880
  • 6. CHECKLIST | 35 Ways To Cut Costs And Add Impact To Meetings And Events DECOR COST-CUTTING TIPS FOR OR YOU COULD CHOOSE A CRUISE. TRADITIONAL VENUES WAYS TO SAVE WITH CRUISE EVENTS (TRIM THE FAT) (KEEP THE SIZZLE) Get Creative To Save Ship Venues Have Built-In Decor, On Decor Stunning Spaces Save on centerpieces - fill inexpensive crystal No additional decor needed - Onboard venues bowls with colored Christmas balls wrapped in are beautifully decorated and furnished clear cellophane and colorful ribbon Donald Cooper: 40 Ways to Save Big Money on Your Next Conference! Reuse table florals at meals Ship dining rooms don’t need additional florals meetingsnet: 50 Ways to Save Money When or decor to make a strong impression on Planning Meetings attendees Use outdoor venues to cut back on decor costs Stunning venues found on ships - both indoors and outdoors Reuse table draping and other decorating Not necessary on a ship materials Find more information at LandryKling.com or call (800) 448-9002 or +1 (305) 661-1880
  • 7. CHECKLIST | 35 Ways To Cut Costs And Add Impact To Meetings And Events ENTERTAINMENT & ACTIVITIES COST-CUTTING TIPS FOR OR YOU COULD CHOOSE A CRUISE. TRADITIONAL VENUES WAYS TO SAVE WITH CRUISE EVENTS (TRIM THE FAT) (KEEP THE SIZZLE) Cut Back On Entertainment Multiple Entertainment Options And And Leisure Activities Daily Activities Are Included Plan events close to hotel to avoid costly Variety of exciting onboard venues available transportation costs for private events at no additional fee Ask local taxi company or CVB for discount No need to leave the ship for spectacular, coupons or tickets to local shows and attractions complimentary entertainment; including Broadway shows, live music, dance clubs, Las Vegas-style revues Hire local entertainers (or ask attendees to Top-notch entertainers already on board, share their talents for free) including cirque-style acrobats, singers, dancers, comedy troupes, musicians and magicians Make sure the stage for entertainment is Theaters and lounges (available for groups at complimentary meetingsnet: 50 Ways to Save no charge) have professional staging built in Money When Planning Meetings Negotiate complimentary use of health club Complimentary use of Health and Fitness Centers with state-of-the-art cardiovascular and workout equipment, some are open 24 hours (nearly all with stunning sea views) Negotiate use of tennis court, sports facilities Ships feature AquaParks, rock-climbing walls, (or let attendees pay on their own) sports decks with basketball/volleyball/soccer courts, mini-golf, even ice skating, zip lines and bowling on some ships! All complimentary Find more information at LandryKling.com or call (800) 448-9002 or +1 (305) 661-1880
  • 8. CHECKLIST | 35 Ways To Cut Costs And Add Impact To Meetings And Events PLANNING & TRANSPORTATION COST-CUTTING TIPS FOR OR YOU COULD CHOOSE A CRUISE. TRADITIONAL VENUES WAYS TO SAVE WITH CRUISE EVENTS (TRIM THE FAT) (KEEP THE SIZZLE) Plan Your Event In A Lower Travel To Multiple Destinations From Tier Destination A Convenient Departure City Look for off-season, “hot date” rates Consider shoulder season sailings i.e., Alaska in May or Caribbean/Bahamas in September Consider an airport property to save Cruise ships sail from over two dozen conve- on transfer costs nient U.S. departure ports to Bahamas, Carib- bean, Mexico, Bermuda (many 3, 4 and 5-night cruises) Negotiate complimentary rooms, typically Negotiate complimentary rooms - typically one one room for every 40 booked berth for every 8 rooms or one free cabin for every 16 booked (based on double occupancy, not including taxes and port fees) Find more information at LandryKling.com or call (800) 448-9002 or +1 (305) 661-1880
  • 9. CHECKLIST | 35 Ways To Cut Costs And Add Impact To Meetings And Events Bonus Tip: Partner with the experts! Contact the cruise event specialists at Landry & Kling for more cost-saving tips. They’ll show you how to get “more bang for your buck” and simplify your event planning. Think of them as your “DMC for the High Seas”. From ship selection and contract negotiations, to custom cruise logistics and on-site program management, Landry & Kling has a variety of services to custom-fit your needs. For oceans of information, visit www.landrykling.com or call 800.448.9002 Find more information at LandryKling.com or call (800) 448-9002 or +1 (305) 661-1880