Hello, Fort Wayne!

•

•

•

•

•

•

>>

Sales Manager

Swaps And Substitutions

Small details can add heightened luxury to a meeting, but if the most basic components of planning take up the biggest part of the budget, planners may feel there’s no money left for little details.

Cost-effective alternatives though can help their event pack a punch even as they save money.

One swap Albrecht recommends is using live plants instead of fresh-cut floral arrangements. Live plants can be reused time after time and add a bit of freshness to liven up a space. Another simple décor swap that can be used again and again? Battery-operated candles.

For a cost-effective swap that’s also sustainable, go digital instead of print. The cost of printing flyers, signage and programs can quickly add up, so explore the many digital alternatives available.

“A lot of companies are moving toward digital signage and information versus printing programs or printing signage on site,” Cook said.

Apps and QR codes are other digital options that can elevate the event and save printing costs.

For meals, planners can make several choices to save money. They can select meals that are less labor-intensive, set up buffet-style spreads instead of plated dinners and choose catering companies that charge based on consumption rather than per-person costs.

The agenda most likely has some wiggle room for a few budget-saving substitutions. Obviously, some items, such keynote speakers and main events, can’t be cut. It might makes sense at some meetings though to give attendees an afternoon off for leisure time instead of packing activities into every hour of the agenda.

Flowers recommended planners design affordable meetings by looking at the budget and “really assessing where the needs are and being strategic about how you approach it. Start from the center of the event and work outwards.”