Money makes the world go ‘round. And when it comes to meeting planning, money can probably get you whatever you want. However, few event planners have the luxury of an unlimited budget. Your boss may like to drink champagne on a beer budget. In other words, caution you to spend less, but expect miracles at the same time.

Preparing and managing a realistic budget is serious business, but to score “big boss” points you also need to be a savvy negotiator and cost-cutting aficionado. To help you on your way, here are 30 tips in a variety of different areas to keep your meeting expenses at a minimum without losing quality you strive for.

1. Keep your budget flexible. Be prepared to build in a contingency of 10 percent into your total budget to take care of any unexpected expenses and emergencies. Unforeseen or overlooked costs such as, overtime, overnight mailings, phone and computer hookups or speaker substitutions could skyrocket your budget.

2. Check all invoices. Question anything on your invoices that doesn’t compute against the written quotation. Scrutinize your hotel/facility and food and beverage invoices while on-site. Ironing out discrepancies in person is much easier than over the phone.

3. Limit authorization. Only a select few should have the authority to charge items to your master account at the hotel. Make sure hotel has a list of these people, and refuse to pay for charges signed by unauthorized personnel.

4. Review accounts daily. To avoid any major surprises or heart failures when you see the final bill, review your accounts with the facility on a daily basis. It’s easier to spot errors or make necessary changes if costs are escalating in certain areas.

5. Schedule during low-usage times. If you have the flexibility, consider scheduling your meetings during low seasons or days of the week when the facility is less busy. Booking near holidays such as Easter, Memorial Day, and Labor Day might definitely be to your advantageous.

6. Ask for the best rates. Do your research. Check out the rack rates, corporate rates, AAA discounts and so on, and compare them to the group rates you’re being offered. Call the toll-free reservation desk for information.

7. Confirm and reconfirm your dates and event details. Overlooking a detail may cost you big bucks.

8. Request a discount for on-site payments. When the facility doesn’t have to wait for payment because you arrange to pay immediately after the event or as the meeting is ending, they may well be open to a discount for prompt payment.

9. Be conservative with room blocks. With more and more guests using discounted hotel sites for room bookings, attrition on unused rooms can get very expensive.

10. Negotiate comp rooms. As part of your discussions with hotel management, negotiate comp or discounted rooms for speakers, staffs and or upgrades for VIPs.

11. Understand your cancellation clause. Don’t sign anything you’re not completely happy with. Be certain that your cancellation clause is reciprocal, so that both parties get the option to back out of the contract before a specified date, in case of any changes to the original agreement.

12. Negotiate set prices. To help with your budgeting, arrange to pay a specified amount on food and beverages during your entire event, rather than a rate per person, per function.

13. Consult a tax attorney. Investigate tax laws for your business location and the event location. You may be eligible for tax breaks that you’re not claiming.

14. Keep room setup simple. Wherever possible use theater style (where only chairs are used) as it is less labor-intensive than classroom-style (which includes both table and chairs), thus lowering setup costs. Also, plan to keep setups the same from day to day.

15. Check into other groups. Find out about groups holding their meeting prior to and after yours and discuss staging needs. You may find that you can save on setup and teardown if you all have the same or very similar requirements.

16. Investigate sponsorship opportunities. Find sponsors to cover as many of your program expenses as possible, especially speaker fees, audiovisual equipment, and special meal functions.

17. Investigate grants. Although it might be a time-consuming exercise, you might look into specific federal, state, local or corporate grants that might be available for holding your meeting.

18. Use industry experts. To save on speaker expenses, consider using industry experts whose companies often pay expenses. Alternatively, use local speakers where appropriate to save on travel expenses. However, check how good they are before hiring them. You may end up with a dud!

19. Avoid renting unnecessary equipment. Double check speaker needs for audiovisual equipment to avoid renting unnecessary items.

20. Keep signage simple and reusable. Consider investing in a laminating machine to make your own signs.

21. Discuss economical audiovisual setups. Limit the number of microphones needed. Check if the hotel supplies a complimentary microphone in each meeting room. Skirt a cocktail table instead of renting special carts for A/V equipment.

22. Use outside suppliers. Look outside the hotel for possible audiovisual suppliers whose prices may be more competitive than those in-house. However, the hotel may match the other supplier’s prices if asked.

23. Save on transportation. Use airport shuttles instead of taxis. If you have a sizeable group attending your event, negotiate special discounts with the shuttle bus company. Alternatively, check if the local taxicab company can provide discount coupons.

24. Arrange for one room. For smaller committee meetings that may be held during a larger conference arrange for a buffet luncheon to be held in the same room as the meeting to save on having to rent a separate room.

25. Negotiate food. Negotiate paying for food based on consumption. You can then return food without having to pay for it.

26. Minimize portions. Sever mini-Danishes, muffins and doughnuts, or cut larger servings in half. Many people (especially women and dieters) only want half to start with. Alternatively, serve a continental breakfast instead of a full breakfast buffet.

27. Opt for fewer choices. When it comes to hors d’oeuvres, go for fewer choices in larger quantities rather than a large selection in smaller quantities. And, remember to avoid the shrimp. People inhale it. There’s never enough!!!

28. Check for dead stock. Check if the hotel has dead stock wine available (such as wine that in no longer on the wine list). You may be able to negotiate a great price for some really good quality wine.

29. Store opened bottles. Find out if the hotel can store opened bottles of liquor from one reception and us them another reception during the same conference.

30. Open bottles as needed. As the banquet captain to open wine bottles only as needed. You pay for every bottle that’s been uncorked.

Bonus tip: Avoid salty foods during receptions as it encourages people to drink more.

Written by Susan A. Friedmann,CSP, The Tradeshow Coach, Lake Placid, NY, author: “Meeting & Event Planning for Dummies,” working with companies to improve their meeting and event success through coaching, consulting and training. Go to http://www.thetradeshowcoach.com to sign up for a free copy of ExhibitSmart Tips of the Week.

However, large or small the meeting, location is key. Your environment, formal or informal, helps set the necessary mood and ambiance for the meeting to take place. Think about choosing a comfortable, yet stimulating environment that encourages attendees to concentrate, but beware of making it too cozy and relaxing that they’re likely to fall asleep.

When thinking about the right location, consider the meeting objectives, the length of the meeting and, of course, your budget. Decide how appropriate/necessary/important it is to hold the meeting on or off-site. For example, sometimes a neutral, off-site location is necessary for confidential, top secret discussions.

Different types of locations to consider:

1. Local off-site meeting space
2. Out-of-town off-site meeting space

Local off-site meeting space
When it comes to selecting an off-site location, be it a local hotel conference room, a restaurant or other meeting space, your budget will rule and determine the outcome. To play it safe, always inspect the space first-hand before finalizing any decisions. Make sure the space is the right size for the meeting. You want to avoid “maxi-sizing,” that is having a space big enough to seat 200 for a 20-person meeting. You only want to consider venues that are larger enough to handle the event you’re planning. Much will depend on the number of participants and the complexity and/or variety of the program. Will it be formal, informal or both? Do you want a rural or an urban location? Chances are that every event you plan will possibly meet different criteria, and thus have different space requirements.

Out-of-town off-site meeting space
This option is usually used for extra special meetings, such as sales meetings, as costs will inevitably be much higher. These kinds of meetings may well last for several days so you want to make sure that all necessary details are well taken care of. If you want to make it high on your colleagues’ popularity poll, consider using a resort facility, as they usually offer various enjoyable relaxation options, golf, swimming, fitness center, etc. A site visit is essential so as to avoid any unexpected surprises.

With this in mind, let’s look at the various venue options available to you:
· Hotels
· Conference centers
· Convention centers
· Resorts
· Retreat centers
· Cruise ships
· Unique environments

Hotels. These fall into three main categories:

1. Well-known and established chains, such as Marriott, Hilton, Hyatt, Sheraton, Holiday Inn, that offer a certain level of service that you can expect worldwide. They offer a wide range of amenities especially if you need room for large banquets, trade show or exhibit areas.

2. Independently owned properties, such as those belonging to the Preferred Group (http://www.preferredhotels.com), whose luxury hotels and resorts offer a unique character, one-of-a kind ambience, and provide the highest standards of quality and extraordinary service.

3. Boutique lodgings service business travelers in search of a home away from home. They are small luxury hotels & resorts with individual personalities – eclectic, quaint hotels housed in historic urban buildings or romantic resorts with flowering gardens and beachside villas (http://www.boutiquelodging.com). However, nice these sound, you definitely need to check what meeting space facilities, if any, they offer.

Conference centers.

Conference centers encompass a broad gamut of venues which are often purpose-built specifically for meetings and events and offer state-of-the-art facilities, many including videoconferencing. They comprise corporate training centers, universities, resorts, airport, urban and downtown facilities. Your best bet to find a suitable facility is to start your research with the International Association of Conference Centers (http://www.iacconline.com/). You can do a worldwide search based on your specific meeting criteria. Convention centers. When you’re looking for a combination of an urban location, plenty of meeting space, and substantial exhibition space, then a convention center is a practical solution. They’re geared up large numbers and generally situated close to airports or in a convenient downtown location. The one drawback is that you would need to use a nearby hotel for accommodation.

Resorts.

You’ll probably only consider a resort property if relaxation and leisure activities rank high on your priority list. This environment works well for both formal and informal meetings. Resorts Online (http://www.resortsonline.com/) allows you to choose the activity you’re most interested in to find an appropriate selection of choices.

Retreat centers.

These generally work best for smaller more focused groups who are looking for a quiet, serene meeting environment. They encourage “an away from it all” type mentality where people can engage in personal exploration, strategic decision-making, communication, and self improvement.

Cruise ships.

These make an interesting and very different venue option. There are a few companies who specialize in cruise meetings offering facilities worldwide for a wide variety of groups (www.cruisemeetings.com). Many of them will work within your budget constraints to offer complete packages that include airfare, transfers, meals and entertainment.

Unique environments.

Unique environment don’t always make the best meeting spaces, but it’s worth doing your homework to find out. Some options to consider include museums, stately homes, (including castles in Europe - http://www.grandes-etapes-francaises.com/geehome.htm), sporting venues, and theaters. Many of these venues work well for special functions, but don’t necessarily have adequate meeting space facilities and equipment.

Written by Susan A. Friedmann,CSP, The Tradeshow Coach, Lake Placid, NY, author: “Meeting & Event Planning for Dummies,” working with companies to improve their meeting and event success through coaching, consulting and training. Go to http://www.thetradeshowcoach.com to sign up for a free copy of ExhibitSmart Tips of the Week.

You’ve got a great business plan, a phenomenal product or service, and the energy and drive to promote your business. There’s only one problem. You’re running your entire company out of a corner of your living room, or your garage; or you’ve rented a hole in the wall office furnished with ancient office furniture scrounged from anyplace you could find it, and you’re not really comfortable inviting high power prospective clients to your location.

Your regional meeting and conference center may have the perfect answer. These centers are springing up all over the country, and offer a range of options for meetings, conferences, and conventions. Designed to project a modern, professional corporate image, they allow even small start ups to make a dynamic impact on potential clients and management personnel. Whether you need to schedule a ten o’clock meeting with a few representatives from a major corporation you’re targeting for business, or you need to rent a room for an entire day to interview a series of potential management hires, an attractive, functional meeting room will reflect your company’s professionalism.

When you’re choosing a meeting and conference center, be sure to research the availability of communications technology; the best centers will offer the latest high tech media equipment, so that if you have to project a Powerpoint display, a CD-Rom, or a DVD presentation, you have access to the equipment you need. A competently operated business center will also provide high speed Internet access and dial-up, as well as a number of business services including secretarial and clerical support, photocopying services, and faxing capability. If you’re going to be holding a lengthy meeting, you also need to make arrangements for your clients to have lunch or morning or afternoon food breaks, depending on the timing of the meeting. If you hold annual meetings for your employees, your partners or stockholders, or your board of directors, you may want to splurge on an informational meeting which includes a sumptuous catered meal.

If you’re expecting potential clients or vendors to travel to meet with you from out of town, you may want to pay special attention to the meeting center’s ease of access, both from Interstate highways and from regional airports. Business people who travel frequently want to get to a meeting quickly, have a productive experience, and then get back on the road, to the airport, or to their hotel room with as little fuss as possible. Choosing your meeting’s location to facilitate this will make a positive impact on those you’re meeting; putting them in a position of getting snarled in city traffic will definitely not.

Of course, the best meeting and conference center in the world is only as impressive as the presentation you make. Make sure you’re prepared, and have all the documentation you need at the meeting, polished and organized. If you have a media presentation to make, be sure it says what you want it to say, and then communicate with the tech experts at the meeting center to be absolutely certain you know how to operate the equipment. If possible, troubleshoot the equipment, and practice the presentation, well before your meeting so that you can make a smooth, polished performance.

Even if you’re operating a start-up company on a shoestring, creative use of your regional meeting and conference center will allow you to project a professional, successful image to your business associates; and nothing sells like success. http://www.forefrontcenter.com/audiovisuals.htm

Before you charter a bus, be familiar with terms, conditions and these slang terms and abbreviations.

Qty. Quantity of this type of bus the company owns.

Seats. The number of seats available for your group.

BusType. There are 8 types of buses. Visit the Bus Types section of BusRates.com for descriptions and approximate rates.

Year. The year of the bus model, frequently displayed as a range from oldest to newest.

OTR. Is the company willing to take this bus “Over The Road” which is usually defined by traveling long distances out of state and overnight.

Rstrm. Restroom on board.

VCR. There are usually 5 to 6 TV monitors on board full-sized deluxe motor coaches with a VCR. Most buses do not receive any channels unless equipped with satellite, which is uncommon.

DVD. There are usually 5 to 6 TV monitors on board full-sized deluxe motor coaches with a DVD player. Most buses do not receive any channels unless equipped with satellite, which is uncommon.

CD. CD player on board.

PA. Public address system on board to help make announcements to the group.
ADA. Wheelchair elevator on board.

Alch. Alcohol is allowed on board.

Trnsfr. Any pick-up and drop-off typically from a hotel to an airport around 15 miles of travel (excluding 10% gratuity).

5 hrs. 5 hour rates posted on BusRates.com are based on 5 hours of local use, low miles (excluding 10% gratuity). Bus companies most commonly have a 5 hour minimum of use with the exception of transfers.

Day. Day rates posted on BusRates.com are based on 10 hours of local use, low miles (excluding 10% gratuity.)

Mile. The rate per mile of travel. Quotes are calculated per mile or per day whichever is greater. Trips averaging over 300 miles per day are usually priced per mile and not per day.

Hours of use: Local travel is most commonly based on hours of use. The national average rate per hour for a full size deluxe motor coach in 2004 was $83.08.* Almost all companies have a 3, 4, 5, or 6-hour minimum charge-5-hours being the most common across the U.S.

Gratuity: The standard bus operator gratuity for chartering a bus is 10%. About a third of operator’s pay comes from the gratuity as an incentive to provide good service. The average wage earned by bus operators in 2004 was $11.25 per hour*.

Sales Tax: There is no sales tax when chartering a bus in most states.

Over the Road Charters

Mileage: buses traveling out of the local area and overnight are quoted based on miles. The average charge per mile across the nation in 2004 was $2.66 with the company’s day rate as a minimum charge per day*.

Day Rate: The minimum charge per day if the per-mile charge is not more than the combined day rates. The average day rate in 2004 was $769*.

Driver Change: for every 10 hours of driving, or 15 hours of stand-by time, law requires 10 consecutive hours of rest. If you plan on driving over 10 hours, an operater change has to be made. Bus Operator changes range from $200 to $900 depending on how far from the departure city the change has to be made.

Local Travel: The amount of local mileage allowed per day once the bus reaches the destination city.

Driver Hotel: Usually the customer books and pays for the driver’s hotel room, but most hotels will comp the operator’s room at no charge when you book several rooms for your group. Ask for someone in group sales at the hotel to ensure the operator’s room is complimentary.

Gratuity: The standard gratuity for trips over the road is 10%.

Sales Tax: There is no sales tax when chartering a bus in most states

Courtesy of www.BusRates.com

Analyzing your web traffic statistics can be an immeasurably important tool for a number of reasons. But before you can manufacturer full use of this tool, you must understand how to interpret the data.

Top web hosting companies will provide you with fundamental web traffic data that you then have to interpret and make appropriate use of. However, the data you receive from your host company can be imposing if you don’t grasp how to supplicate it to your particular undertaking and website. Let’s start by examining the most fundamental data - the general visitors to your site on a daily, weekly, and monthly basis.

These statistics are the most genuine allowance of your website’s performance. It would appear on the surface that the more visitors you see documented, the better you can figure your website is performing, but this is an inaccurate understanding. You must also look at the behavior of your visitors once they get to your website to accurately assess the effectiveness of your site.

There is usually a great delusion about what is ordinarily known as “hits” and what is really competent, quality traffic to your site. Hits simply mean the number of information requests received by the server. If you think about the actuality that a hit can readily equate to the number of graphics per page, you will get an impression of how exaggerated the concept of hits can be. For example, if your homepage has 15 graphics on it, the server records this as 15 hits, when in truth we are talking about a single visitor checking out a single page on your location. As you can see, hits are not worthwhile in analyzing your website traffic. The more visitors that turn up to your website, the more genuine your interpretation will become. The greater the traffic is to your website, the more precise your evaluation will be of overall trends in visitor behavior. The lesser the number of visitors, the more a few unorthodox visitors can misrepresent the assessment.

The aim is to use the web traffic information to figure out how well or how poorly your site is working for your visitors. One way to ascertain this is to discover how long, on average, your visitors run through your site. If the time spent is comparatively brief, it usually indicates an elementary problem. Then the challenge is to evaluate what that problem is.

It could be that your keywords are guiding the wrong variety of visitors to your website, or that your graphics are disorganized or intimidating, causing the visitor to exit quickly. Use the experience of how much time visitors are spending on your site to identify specific problems, and after you fix those problems, continue to use time spent as an estimate of how effective your fix has been.

Furthermore, web traffic stats can help you establish effective and ineffective areas of your website. If you have a page that you consider as important, but visitors are exiting it swiftly, that page needs work. You could, for example, evaluate improving the link to this page by making the link more substantial and attractive, or you could reform the look of the page or the ease that your visitors can access the necessary information on that page.

If, on the other hand, you notice that visitors are spending a lot of time on pages that you maintain are less essential, you might want to move some of your sales copy and marketing focus to that specific page. As you can see, these statistics will broadcast vital knowledge about the profitability of distinct pages, and visitor habits and stimulus. This is essential information to any effectual Internet marketing campaign.

Your website unequivocally has exit pages, such as a final order or contact form. This is a page you can expect your visitor to leave quickly. Nonetheless, not every visitor to your site is going to locate exactly what he or she is looking for, so observations may show you a number of other exit pages. This is customary unless you notice an exit trend on a specific page that is not designed as an exit page. In the case that a significant percentage of visitors are exiting your website on a page not intended for that purpose, you must closely contemplate that particular page to figure out what the difficulty is. Once you identify potential weaknesses on that page, tiny modifications in content or graphics may have a consequential impact on the visitors moving through your site instead of exiting at the wrong page.

After you have analyzed your visitor statistics, it’s time to turn to your keywords and phrases. Take notice if selective keywords are directing a specific variety of visitor to your site. The more targeted the visitor - implicating that they find what they are looking for on your site, and even better, fill out your contact form or make a purchase - the more profitable that keyword is.

However, if you find a great number of visitors are being directed - or should I say, misdirected - to your site by a specific keyword or phrase, that keyword demands modification. Keywords are essential to bringing quality visitors to your site who are open to do business with you. Close evaluation of the keywords your visitors are using to locate your site will give you a fundamental understanding of your visitor’s needs and motivations.

Finally, if you notice that users are discovering your website by typing in your company name, break out the champagne! It means you have achieved a significant focus of brand recognition, and this is certainly an indication of burgeoning success.

About the Author: Mike Tansey has been online since early 2004. He can set you up with your own profit-unlimited pulling website within the next 24 hours. Duplication is the crux to Network Marketing, Mike has the Answer. Affiliate Marketing Opportunity.