“Centerpieces. In the past, we’ve made our own. Also, ditch mailing invitations and go electronic.”
Kristen Smith, senior buyer of travel and events, the Boston Beer Company, Boston
“Decor. I often incorporate a high-low approach by purchasing vases and river rocks from a dollar store, but then I float a single luxurious bloom in the arrangement. The best part is you can use the materials again and again and change the bloom to match each event’s color scheme.”
Jennifer Laughlin, marketing manager and event specialist, Macquarie Private Wealth Inc., Toronto
“I look at my list of ‘must-haves’ and my ‘nice-to-haves.’ Must-haves are anything that directly impacts the participant experience such as adequate staffing, quality A.V., a clean space, and refreshments. Nice-to-haves would be things like giveaways and printed handouts. It’s easy to explain to attendees that we’ve scrimped on T-shirts, but not so easy to justify why the food is awful.”
Andrea Pellettiere, specialty program manager and conference producer, Town Sports International, New York
“I have people double up on roles. I once had a speaker also act as a facilitator and M.C. for the rest of the event. Or I set limits, like deciding we will only provide accommodations for guests outside a certain parameter.”
Alexandra Petrini, event planning manager, BMO Bank of Montreal, Montreal, Canada
“Food. A party without food allows guests to interact with each other in a way they can’t when they’re trying to gracefully chat and eat at the same time. If you have to offer something, offer snacks instead of heavy hors d’oeuvres.”
Madeleine Starkey, event coordinator & marketing director, Lost Society, Washington
“The format. You can swap formal seating to cocktail style seating—guests will eat less and you don’t have to provide as much seating or as elaborate of centerpieces as with formal rounds.”
Stefanie Fernandez, manager of events & talent relations, Telemundo, Miami
“Flowers and lavish decorations. Extraordinary decorations can also be a turnoff to sponsors or donors who may think their money is purchasing decorations instead of supporting the nonprofit.”
Erin McEvoy, foundation manager, Boston Bruins Foundation, Boston
“It’s best to shorten the duration of the event without sacrificing quality. Also, certain decorative elements, like flowers, can be altered to save money—greenery and candles can be just as dramatic as more expensive floral arrangements.”
Maggie McNerney, director of special events, Georgetown Events, Washington
“Table decor. I’ll pre-set salads and desserts so the table looks full. A simple colored napkin placed under each plate and votive candles can really go a long way aesthetically.”
Alyssa Rhoads, events manager, Tampa Bay Business Journal
“The menu. Years ago, I learned at an event that cutting the cost of food should not include cutting the quantity, but to change what is served.”
Jill Blyn, special events manager, Blackrock, New York
