Cost-Saving Tips for Meeting Planners: Setup and Staging

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• Find out which groups are in the hotel just prior to and following your meeting, and work together on your staging requirements. This will save money for setup and teardown.

• If your meeting lasts more than two days, keep the meeting room setup identical.

• Use skirted tables instead of renting secretarial desks for on-site offices.

• Reduce the number of breakout rooms needed, saving audiovisual and setup costs.

• Use the same room with two setups. For example, use the room classroom-style for the course, and banquet-style for serving lunch. Put up screens or use plants to divide the space.

• Use an outdoor venue to minimize décor needs.

• Use public facilities such as libraries, parks, botanical gardens, and museums. They can be very cost-effective because you can sometimes use your own caterer and vendors.

• Develop generic reusable signs you can Velcro updated information on.

• Use hotel signboards rather than buying your own.

If you have a tip to add, or would like to correct an existing tip, just click "edit page" up top, type, then click "save"--it's easy!