(2015-04-20) 會展英文(二) 第04講 
by 王瓊玉
2015-04-20 23:35:18, 回應(0), 人氣(682)
2015-04-20 23:35:18, 回應(0), 人氣(682)
Tips for Cost-Effective Meeting
Consider every possible, easy, frequently forgotten ways to save meeting dollars:
1. Use local convention and visitor bureau (CVB):
CVBs are great ways to save due they offer many free services that you have to pay for otherwise, they also save time by direct to local meetings industry vendors.
2. Negotiate extra complimentary services:
Ex. Complimentary suites, parking passes, welcome announcement concierge floor upgrades, etc. which cost not big for the vendor but generate well effects.
3. Confirm Food and Beverage Prices:
Confirm the date the facility provides with firm prices with terms of inclusion & exclusion.
4. Secure sponsors to underwrite parts of meeting:
Any monetary or in-kind donations will help offset meeting expenses.
5. Recycle name badge holders and signage:
Save costs of replacement.
6. Evaluate breakout sessions:
Reducing breakouts saves money in meeting room fees, speaker costs and audio-visual charges.
7. Use one theme for meeting:
Multiply usage of theme in same props (properties) or re-use in different configurations throughout saves costs.
8. Book versatile entertainers and speakers:
Invite artists/groups who offer types of performances or music for more than one event saves money.
For speakers, select those who can offer a keynote speech and lead a workshop session.
9. Use local speakers to save on travel expenses:
CVBs ad hotels often have lists for local speakers.Local speakers will be less expensive than big names, less expenditure on travel and may even have built-in credibility with audience.
10. Negotiate with speakers:
Booking a speaker for multiple meetings in return for an excellent flat fee that omits expenses could be cost effective if it fits into program.
11. Work with the chef in planning meals:
Serve seasonal items and items the chef recommends. Challenge him/her to serve creative, cost-effective meals.
12. Have entertainment during cocktail parties:
People drink and eat less if diverted by entertainment.
Dare to use local entertainment.
Invite local university and children's performing groups rather than an expensive band.
13. Use professional audio-visual technicians during the planning stage:
Enlisting the help of audio-visual technicians during the planning stage saves money in long run.
14. Bring your own audio-visual equipment:
For smaller meetings, bringing your own LCD projector can be a money saver.
Make sure to insert a clause in hotel contract allowing you to bring your own with no applicable surcharge.
15. Hire local staff:
Local staff are familiar with the local surroundings and maybe even the facility and staff.
16. Use bulk mail rates for large mailings:
Postage can be a big expenses.
Plan ahead and mail early for less expensive rate
There are lots to planning a successful meeting than watching pennies and nickels.
Ultimately, our job is to run a meeting that offers organization great value - a terrific meeting that accomplishes organization's strategic objectives at a reasonable cost.
By keeping overall expenses low, we may be able to save enough to splurge where it really counts.
Consider every possible, easy, frequently forgotten ways to save meeting dollars:
1. Use local convention and visitor bureau (CVB):
CVBs are great ways to save due they offer many free services that you have to pay for otherwise, they also save time by direct to local meetings industry vendors.
2. Negotiate extra complimentary services:
Ex. Complimentary suites, parking passes, welcome announcement concierge floor upgrades, etc. which cost not big for the vendor but generate well effects.
3. Confirm Food and Beverage Prices:
Confirm the date the facility provides with firm prices with terms of inclusion & exclusion.
4. Secure sponsors to underwrite parts of meeting:
Any monetary or in-kind donations will help offset meeting expenses.
5. Recycle name badge holders and signage:
Save costs of replacement.
6. Evaluate breakout sessions:
Reducing breakouts saves money in meeting room fees, speaker costs and audio-visual charges.
7. Use one theme for meeting:
Multiply usage of theme in same props (properties) or re-use in different configurations throughout saves costs.
8. Book versatile entertainers and speakers:
Invite artists/groups who offer types of performances or music for more than one event saves money.
For speakers, select those who can offer a keynote speech and lead a workshop session.
9. Use local speakers to save on travel expenses:
CVBs ad hotels often have lists for local speakers.Local speakers will be less expensive than big names, less expenditure on travel and may even have built-in credibility with audience.
10. Negotiate with speakers:
Booking a speaker for multiple meetings in return for an excellent flat fee that omits expenses could be cost effective if it fits into program.
11. Work with the chef in planning meals:
Serve seasonal items and items the chef recommends. Challenge him/her to serve creative, cost-effective meals.
12. Have entertainment during cocktail parties:
People drink and eat less if diverted by entertainment.
Dare to use local entertainment.
Invite local university and children's performing groups rather than an expensive band.
13. Use professional audio-visual technicians during the planning stage:
Enlisting the help of audio-visual technicians during the planning stage saves money in long run.
14. Bring your own audio-visual equipment:
For smaller meetings, bringing your own LCD projector can be a money saver.
Make sure to insert a clause in hotel contract allowing you to bring your own with no applicable surcharge.
15. Hire local staff:
Local staff are familiar with the local surroundings and maybe even the facility and staff.
16. Use bulk mail rates for large mailings:
Postage can be a big expenses.
Plan ahead and mail early for less expensive rate
There are lots to planning a successful meeting than watching pennies and nickels.
Ultimately, our job is to run a meeting that offers organization great value - a terrific meeting that accomplishes organization's strategic objectives at a reasonable cost.
By keeping overall expenses low, we may be able to save enough to splurge where it really counts.