-
Don’t bring all your staff to the show. Instead, use local
temps to cover certain on-site tasks such as floor management,
conference operations, etc.
-
But be sure to control temp costs by adjusting hours to actual
needs (rather than pre-show estimates).
-
Dial down the quality for the reception – such as providing
wine/beer/snacks rather than open bar/shrimp.
-
Order beverages on a consumption basis.
-
Don’t over decorate. Even if decoration is provided "free"
by your contractor, trade this open checkbook for something
more valuable – such as free or discounted I&D for sponsorships
sold as a lump sum.
-
Use the depressed economy to obtain price concessions from
the venue and the hotels. For example, ask for another free
move-in/move-out day or get more staff rooms at the headquarters
hotel.
-
Cut your direct mail budget by 20%. Mail to fewer but more
qualified prospects and also reduce the size/cost of the pieces.
-
Send all your materials in one shipment to the show and avoid
those last-minute overnight shipments.
-
Don’t ship material cross country that can be created in
the show city (such as printing the conference handouts).
-
Save signs and complex graphics from year-to-year (don’t
date them).
-
Install only half the telephone lines that are requested
by your staff. Have only one unlimited toll line and put it
in your locked show office.
-
Do not provide any live Internet connections for speakers.
-
Do not use expensive rent-a-speakers.
-
Limit the number of staff who can order additional services
on site.
-
Finally, ask "is this really necessary?" before increasing
a budgeted item.
