August 2010
Rentals and Staging

In This Issue:

Cost-Savings Tips for Meeting Planners
Gulf Coast Travel Industry Soaked by Oil Spill
Hotels See Increased Business Activity
Denver Meeting and Events Industry - Upcoming Events
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Cost-Savings Tips for Meeting Planners

According to MeetingsNet, corporate meetings and events can represent up to 60 percent of a company’s business travel costs. This is a significant expense, so nearly everyone in the meeting industry is watching it very closely this year.

Image Audiovisuals has compiled a few suggestions on how to pull off an impressive meeting on a budget:

1. Timing: Consider the implications of your meeting date. Are you trying to set-up a meeting in Vail in the middle of ski season? Probably not the best idea if you are trying to save money. Try to schedule your meeting during a location’s off-season or shoulder season (usually during the spring or fall). There are also savings to be found when you are flexible with days of the week. Analyze the cost differences of starting or ending your meeting on different days. For example, if you group arrives on Sunday, it might be cheaper than arriving on Monday.  
   
   
2. Negotiate. It’s important to communicate your priorities to vendors, and ensure that they are specifically outlined in the event proposal. While your first reaction might be to hide your budget from vendors, it is a good idea to show your cards in this case. The representative will strive to work within your budget, ultimately giving you the best value. If a vendor is not working with you, move on to one who will meet your needs.
   
   
3. Location, location, location: Instead of a more high-profile destination, consider having your meeting in your own backyard, or in a less expensive city. Higher profile cities come with higher travel expenses, so Memphis might be a more attractive option than New York City. If you opt to have a local meeting, your familiarity with the area, along with your local contacts, can be a huge help in finding great deals on venues and vendors. When choosing an event venue, look beyond traditional facilities that charge higher rental rates.
   
   
4. Little costs add up: Consider giving your meeting attendees USB flash drives containing your meeting materials, instead of having them printed. Or, post everything online to save on printing costs. Cutting out small expenses like this can save lots of money.
   
   
5. Resources: Utilize local Convention Visitors Bureaus (i.e. Visit Denver!), which are there to promote the cities and help you find good deals. CVBs' services are usually free and can result in some significant savings for you. You might also use the local PCMA or MPI chapter as a resource to find good deals in your destination city.
   
   
6. Plan ahead. Give your meeting's logistics some serious thought beforehand to see how meeting rooms can be consolidated. It is most cost-effective to use one meeting room for several different sessions.

Do you have any cost-saving tips for meeting planners? Please e-mail them to Dan Carrese at dcarrese@imageav.com, and we will include them in our September newsletter. For more advice, please contact Image Audiovisuals at 303-758-1818. We will always work within your budget, and provide you with world-class customer service.


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Dan Carrese
Director of Sales
Rental and Staging
Image Audiovisuals, Inc.
2130 S. Dahlia Street
Denver, CO 80222
303-758-1818
dcarrese@imageav.com

Scott Collinsworth
Director of Sales
Colorado Convention Center
Image Audiovisuals, Inc.
700 14th Street
Denver, CO 80202
303-228-8047
scollinsworth@imageav.com

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