Most meeting planners have probably already read about how companies want more value than ever before from their conferences. While this can create more work for you, there are some things you can do to work out the kinks long before they happen.

Think Replacement

If you need to help the company keep expenses at a minimum, replace these meeting parts:

* Replace the reception with a working lunch – this will let people meet and network, as well as enjoy a meal together. * Replace the open bar idea with team building exercises or mind storming training-these programs have a much better chance of improving the ROI than a bunch of drunk employees blowing off steam. * Replace entertainment with a spa wellness trip. You will have more refreshed folks ready to work. * Replace land based venues with a cruise meeting, and save as much as 40%. Cruising is all-inclusive, so planners may be surprised to know that meeting rooms, meals, A/V equipment and luxury accommodations are all included in one low price.

Think Reduction

What if the customer says, "Okay, these cost savings are great, let's get rid of the reception, evening entertainment, and and welcome reception open bar meet-and-greet! So what do we do on the last day, then?"

Get rid of it. Tell your client that not only will she not need to make the usual expenditures that don't improve ROI on the cost of the meeting, she can eliminate the last night's hotel bill as well.

By just replacing the non-ROI generating activities and events, you have already increased the value of the meeting. Your client will be grateful for that for a long time. And happy, satisfied clients translate to more meeting planning business for you in the future. So, it pays to find every way to cut out unnecessary expenses and increase meeting ROI for your clients.

Explode meeting ROI with a cruise event. Cruising offers a savings of as much as 40% of the cost of hotel venues, since a cruise is all inclusive.

An all inclusive cruise event can save you up to 40% compared to land based venues since so much is included. Meals, meeting rooms, A/V, coffee breaks, activities, entertainment and even room service are part of the all-inclusive cruise fare.

When we think of cruise ships in the corporate meeting and event planning world, we usually think of business meetings at sea, conferences held while traveling up the coast or incentive cruises that stop in multiple ports. However, we often overlook the many benefits of using cruise ships for stationary events – as floating hotels, which allows you to take advantage of simple, convenient event planning and reap the money-saving benefits of hosting your event on a ship without ever leaving port.

Whether you are looking for accommodations for out of town participants, a large venue for a conference or trade show, or several smaller meeting spaces for an executive retreat, employee training or award ceremony, you may want to consider a cruise ship venue. Just as you would when planning an event at sea, this allows you to take advantage of one upfront cost and easy planning for catering, equipment, décor, meeting spaces and, if needed, accommodation. Hosting a meeting or event on a docked cruise ship can be particularly cost-effective if your company or client is headquartered in a port city. Attendees can then be responsible for their own transportation to and from the venue and the need for arranging lodgings will be minimal.

Hosting your next meeting or event on a cruise ship in port will add a unique appeal for attendees and can result in significant cost savings for your client or company.

When professionals attend well-planned meetings or conferences, they often want the contact information of the event planner for possible future use. Meetings that run smoothly, are productive and enjoyable, and include comfortable meeting spaces, good food and fun activities are sure to be remembered. Therefore, when you make sure that each attendee knows that you planned the meeting and that they will return home with your contact information, you are taking an important step in setting yourself up to obtain additional clients and experience future success.

Aside from high-powered professionals that may be in attendance, you should also keep in mind that each staff member at the meeting has the potential to rise in the ranks of the company they are currently with, to broaden their career path and go to work for another company, or to go out on their own. Making sure these folks remember you and have your contact information is an excellent way to increase the likelihood that they will tell their new company about your services, or use you for their own meeting planning needs in the future.

Promotional products that can be used during the meeting or conference, as well as after the attendees return home, such as pens, notepads, folders, rulers, calculators, desk sets or conference bags are affordable, effective marketing tools that will put your name and contact information in the hands of conference and meeting attendees, and will ensure that they have your information when there is a need for your services.

As a business meeting and event planner, you are continually seeking for ideas to add value to your services. Recently the federal government set forth guidelines to the corporations receiving bailout cash. These guidelines can essentially assist you to be a more valuable planner.

The boards of directors of firms acquiring unusual aid from the government have got to adopt a company-wide policy on any disbursements connected to air transportation services, entertainment and holiday parties, and conferences and events. This policy is not designed to include conservative expenses for sales conferences, team development, acceptable performance incentives and other standards attached to a corporation’s usual business operations. What does this mean? Here are some of the provisions and ways you can utilize them to cause your client’s corporations appear golden even if they are planning incentive travel. Read the rest of this entry »