Where to Save
Table Settings
Chair covers, which can cost about $5 each, are out. Nicole Salerno, owner of the Salerno Group, says most of her clients opt for the basic, uncovered black chair that comes with the venue. Or, for a few dollars more per chair, they’ll upgrade to crystal-clear chiavari seating. The same goes for linens and centerpieces. If clients choose something other than the basics, Salerno says, they’ll choose a colored napkin rather than going with expensive overlays.
Melissa Marik, director of sales at Intercontinental Hotel Cleveland, recommends saving money by booking a venue that includes linens and ancillary items. “If you go to a hotel or venue that does not provide those items, you could pay $10 to $20 extra per table for linens,” she says. “If the venue already has these things, you can save money right out of the gate.”
As for centerpieces, Marik says simple votives are a great way to add a little interest to the atmosphere without shelling out a ton of money that would be spent more effectively elsewhere.
Corporate Photographers
Some groups invite a photographer to capture the event, and this can be handy if there’s a setup where attendees also are getting professional photos taken. But, Marik notices that when groups assign a hashtag to their event and encourage guests to post pictures themselves, they can collect an array of photos that are in-the-moment shots. “Your attendees become the photographers and can create that online photo album for you,” she says.
Swag Bags
Favors often get brushed aside or forgotten at the table, Salerno reveals. “Favors are out and almost considered outdated at this point,” she says, noting that she used to field phone calls from clients seeking the most unique favor to pass out to guests. “Now, they don’t want to spend the money because there are other areas for which they’d rather budget.”
A/V Rentals
When it comes to A/V needs, Sam Cario, general manager of events and experiences at Cleveland Metroparks, recommends venues that already provide the necessary assets and resources needed to support sound, audio and visual technology. For Cleveland Metroparks, that includes such amenities as up lighting to align with event decor, as well as state-of-the-art sound and A/V systems. “If a venue has the capability to provide those resources, you don't have to spend valuable time to secure what you need, and you have the flexibility to spend additional dollars on impactful experiences.”
If that must-have venue doesn’t include A/V needs, Marik suggests trying to negotiate a discount for tech expenses in the event contract, out-source this service and negotiate with an A/V provider. In the case of a hotel, you may be able to guarantee that a certain number of guests will rent rooms for the night.
Where to Spend
Technology
Experiencing a major tech blooper during a presentation can easily bring a successful event to a screeching halt. Avoid this possibility by investing in a professional to run the A/V equipment rather that trying to save money by opting for a DIY performance. “The guests will remember if the program goes out because you don’t have an A/V tech — don’t run it yourself,” Marik warns.
Also make sure to allocate money in the budget for high-end speakers to ensure guests can clearly hear the entire presentation, Salerno says. “Now, clients are even asking about pixels, and they want LED displays,” she says. “They want the nice, hands-free wireless lavalieres. And, they’re coming in ahead of time to do testing — a dry run to make sure that everything comes across high-quality.”
Social event planners are even considering 3-D mapping, Salerno says. This technology allows projected images to be wrapped and blended so project images can be displayed on a landscape or building to create virtual reality appeal. “There is more emphasis than ever on technology and how presentations can be displayed in more interesting ways — and that comes with a cost,” she explains.
Cario adds that light shows also are growing in popularity. This can include lighting effects or the projection of corporate messaging or logos on walls.
Food and Drinks
No matter what, don’t skimp on the cuisine or refreshments. This is where the big bucks should be spent. Don’t even think about adding a little flair (table decor, for example) until a budget has been set for food and drinks. “You want to keep people energized and fed, so shy away from trying to save in this important area of keeping guests focused and engaged,” Cario says, recommending that an all-day meeting should include items such as breakfast bars, snacks and all-day coffee service. Work directly with a caterer to provide high-energy food and beverage items that won't distract from the event’s agenda.
Marik is a fan of the dual entree because of its ease in planning. “If you’re doing a dinner for 500 people, you can call-in 500 dinners rather than calling in 100 chicken, 100 beef, 100 vegetarian and so on,” she says, adding that menus should accommodate allergies to gluten, dairy and nuts. “Every venue should be prepared for this, but be sure to get the right count of those meals and give the venue information so they can be sure the meals are being sent to the proper tables.”
One way to impress guests is to offer dishes featuring locally sourced ingredients. “Locally sourced food has become important, and people have even been asking for organic or biodynamic wines,” she says. “They’re willing to spend for better quality.”
The Main Event — and After Hours
When planning the agenda, research the possibilities for booking local leaders or national keynote speakers. Read reviews and watch YouTube videos to get a sense of their ability to engage their audiences. Choose someone who’s lively, passionate and knows how to increase the energy at a corporate event, Cario says. Beyond that, it’s also important to consider how guests will spend time during breaks or after the event. For example, the Cleveland Zoo provides access to the property so groups can walk the grounds and see the animals. “Access to the outdoors is valuable, and it’s always nice if you can add additional experiences outside — that goes a long way,” Cario says, adding that after-hours activities, such as a DJ or band, also provide casual opportunities for colleagues to network with team members.