Explore Different Catering Options
Flynn advised planners to be honest about their catering budget in their requests for proposals, as many chefs are willing to adjust the menu to meet certain price points.
“You can say, ‘This is my budget — tell me what you can do with that budget,’” said Flynn. “Sometimes they get very creative, and they like to do that.”
Certain costs may be more flexible than planners realize. Instead of hiring a caterer for every meal, planners can simply choose a location with nearby restaurants and leave dining plans up to the attendees.
“A lot of planners feel like they always have to have a planned meal function, but attendees often appreciate being given more free time to explore the city and grab a bite to eat outside the meeting environment,” said Montgomery.
The same can be said for after-hours activities. Rather than schedule a packed program from start to finish, planners can give attendees time to stretch their legs and enjoy the surrounding attractions on their own.
Look to Schools for Music and Decorations
Many music and art students at high schools and universities will service events in exchange for nominal donations to their programs.
“Usually, you can hire student bands or choral groups for low cost, since a lot of the students just want the experience,” Zientek said.
Sororities and fraternities will often help with events as a community service project, which could involve anything from making decorations to staging a performance.
Don’t Be Afraid to Ask
When in doubt, a planner can always ask and see what happens.
“If you’re thinking something like ‘I don’t think they’ll give me a comp room for my organization’s president,’ all they can do is say no,” said Zientek.
She went on to describe how Visit Lubbock asked florists if it could borrow vases for table decorations at city events, instead of purchasing them, and then return them afterward.
“So far, every florist has agreed to it,” said Zientek.
Likewise, planners should not be shy about negotiating discounts. Venues with in-house catering, like hotels and convention centers, will often waive venue rental fees when planners commit to a guaranteed price on food and beverage.
