|
Challenging Times. Real Answers.
|
2009 has turned out to be a year unlike any other. At Event Connection 360°, we realize company events and meetings have come under tremendous scrutiny and many have been cut altogether. During the past few months we have been talking with our loyal clients and have found they have questions about ways to navigate the current business climate. You may have been asking these same questions yourself, so we decided to share some of them with you.
Our company is trying to deal with current business challenges on a daily basis. We are not able to plan long term. Is it too late to book a summer picnic? How about our holiday party? Aren't all of the good locations and vendors already booked?
Traditionally, company picnics are booked long before summer arrives. However, there is nothing traditional about this year's event-planning climate. Caterers, locations and event planners are able to work with extremely short timelines and still make your event a success. Historically, holiday parties were often booked a year in advance to secure prime locations – especially for larger groups. This year, due to uncertainty at most companies, we expect most holiday parties to be planned during the fall timeframe. The sooner you are able to book, the more options will be available to you. We expect there will be great locations that still have some availability all the way up until the holiday season.
If we do any events at all, it would be on-site at the company and we would likely bring food in for our
employees. But aren't caterers expensive?
Not only are there creative food options that are less expensive, but we have also found that our caterers are offering incredibly competitive pricing right now. Consider serving more casual fare such as boxed lunches, sandwiches and salads. Mexican and Italian cuisine can often be more cost effective, too, depending on your selections. If you are looking to do a more upscale event, talk with your caterer and be clear about your budget
requirements and menu criteria. Most will be more than willing to work with you to customize a proposal that will fit your needs.
We are planning to continue with our large fundraising event this year but our budget has been cut significantly. Am I able to negotiate with the locations and vendors or are their prices firm?
This is the year to negotiate! In the past, there has been less flexibility in prices, minimums, etc. because locations and vendors have had multiple clients interested in the same dates. Due to budget cuts, fewer companies have been planning events which mean that currently there is more availability. Our suggestion is to be very up front about your goals and objectives for your event, your budget and your realistic estimated headcount. Once you share this information with your prospective venues, they will then be able to give you their best quote. Areas that can often be negotiated are room rental fees, AV needs, menu pricing and parking. Locations realize that you will
be talking with multiple locations so it is in their best interest to offer a compelling package.
Our company has gone through layoffs and downsizing. Do you have any ideas for affordable
ways we can help boost employee morale?
These days, most employees are working longer hours and often for less money. It certainly creates a challenge in keeping motivation high. It is a great idea to plan something for the employees that will show your appreciation for their hard work. If you prefer to stay on-site at the company, ideas can include ice cream socials, employee luncheons, chair massages, talent shows and continental breakfasts.
If you want to get out of the office, consider spending the afternoon on a harbor cruise, bowling, golfing, competing in a scavenger hunt or treating co-workers to happy hour. Vendors are offering very compelling packages right now which allows you to treat your employees while still keeping your finances in check.
I work for a small company. Are restaurants willing to allocate space for more intimate groups?
The majority of restaurants that we partner with have space they can allocate to a wide range of group sizes. Many of them have private areas that specifically cater to groups with less than 20-25 guests. Mid to large size groups can also do well by utilizing semi-private areas or by doing a restaurant buyout. Sound expensive?
Once you have decided the type of ambience and cuisine that interests you, talk with the restaurant about your needs to see what their cost-effective options may be. Utilizing the facility during non-peak hours can be a win-win for both parties as you may be able to get a larger space and a better value while the restaurant gains new customers that are likely to return.
Is there a place where I can find out about great deals for meetings, business dinners and events?
At Event Connection 360°, we realize we must adapt to the changing times we are facing. Due to feedback from both our corporate clients and our valued locations and vendors, we have created our Hot Dates & Deals page on EventConnection360.com. This allows us to provide our clients with an up-to-date listing of fantastic deals and opportunities that are being offered by our partners. An example of some of the exciting offers that we have seen are: reduced-rate hotel room nights, value-priced catering, restaurant discounts, compelling spa and stay packages, meeting and event incentives, freebies and more! Be sure to take advantage of these fantastic deals as our exceptional partners would welcome the chance to serve you!
If we can be of assistance to you in planning your upcoming meetings or events, please contact us at (858) 695-3895 or click Let Us Search For You on the home page. Our Corporate Client Relations team would welcome the chance to create a customized proposal for you. And as always….our service is FREE. |
|
