< PreviousA rranging a corporate event is a massive task. An event planner’s main role is to look for ways to not only provide memorable meet- ings and events, but to stay within budget. Whether there is an in-house planner, third-party event planning company or a combination of the two, a well-executed budget plan must be in place. This includes budgeting tactics — controlling costs on hotel rooms, meeting rooms, food and beverage, concessions and travel — and in many cases, using technol- ogy to create engaging communications that offer a digital conference platform. Selecting the perfect venue which suits your event is arguably one of the most important things in event planning. A destination sets the theme for the event. Therefore, it is recommended to choose a destination or venue that fits with your event, ads value to your brand and allows you to stick to your event budgeting to prevent overspending. As plan- ners know, event expenses can add up fast. It’s easy to miss your financial goal by spending too much on unplanned or unneeded items. The planning team at Brightspot Incentives & Events in Irving, TX, works with clients directly or with the client’s meeting planners. Every incentive trip or corporate event is different. And whether the client has a budget or a number in mind for their event, Brightspot Incentives & Events’ job is to point them in the right direction. “If they want to go to Mexico in peak season, we show them the rates and steer them on what would work within their budget,” said Mary A Well- Executed Budget BY MARLENE GOLDMAN Event Planning Problems and How to Solve Them 20 October 2023 | Corporate & Incentive Travel | TheMeetingMagazines.com INDUSTRY INSIGHTMuldoon, sourcing man- ager at Brightspot. Despite the uncertainty regarding the state of today’s economy, Muldoon does not see corporations downsizing their meeting and event bud- gets. “The budgets are pretty much the same, but financial departments are starting to backpedal on making com- mitments,” he said. Erica Maurer, partner of EMRG Media, and owner and producer of The Event Planner Expo, the premier conference for top-tier executives, business owners, marketing experts and event professionals, is also finding that some companies are choosing the two sides of the spectrum: scaling back or going all in. “It depends on which client you’re working with at that moment,” explained Maurer. Launched in 2012, the Event Planner Expo is a three-day annual trade show in New York City, which brings people together. The expo creates an environment staged to com- municate company strategy, motivate, train or reward staff or influence external customers toward the brand. According to Maurer, company events can often be the first item chopped from the budget in an effort to save money, but this action can affect company morale. “Some compa- nies are doing more at their events because if they make their employees feel special, their employees work better. I’ve also seen it where people cut back but when you do that, the employees get nervous, and then that usually affects your team,” said Maurer. For Tech companies such as Google in Mountain View, CA, the conversation is not about event budget cutbacks but about cost-effectiveness as it relates to in-person ver- sus hybrid work. “It’s very challenging for us to make business cases for people to come together, especially being at Google, because we make the technology that makes it possible for every- body else to adopt hybrid and remote working practices,” said Amy Badersnider, Head of UX Work- space Design at Google in New York, NY. Badersnider works on Google’s summits and sprints. The sprint is a five-day process for answering criti- cal business questions through design, pro- totyping and testing ideas with customers. During the sprints, there are portions ded- icated to speed rounds of talks for partici- pants, which will typically have a hybrid element that costs Google nothing. Like many companies around the globe, Google has implemented the hybrid and remote working practices. It has also elevated the networking experience. Networking has grown into many modes: face-to-face, interface-to-inter- face, etc. This is not only a tactic to keep costs down, but as an effective way to provide better work experiences and bring people together. “In general, we’re leaning into our technology as much as possible, trying to reduce our footprint and overall costs, including our traveling expenses,” said Badersnider. “But to bring people together — from Japan to the Bay area — it costs us a ton.” Budget Workarounds To cut costs, some corporations have eliminated their in- house meeting planner positions. Maurer said they worked with a company recently that handed over the reins to Event Courtesy of Mary Muldoon Courtesy of Mary Muldoon A well-selected venue can make an event unforgettable, boost attendance, and generate positive feedback from attendees. Deciding where to save and where to spend is often one of the least favorite parts of the planning process, but the most critical. TheMeetingMagazines.com | Corporate & Incentive Travel | October 2023 21Expo to organize the entire event. “They can eliminate a sal- ary and raise their event budget because now they’re pay- ing one less person and can still get the same job done. We just did an event in Orlando where we flew down there and handled everything — soup to nuts.” Choosing a budget-friendly destination is another avenue companies are using to cut costs. Meeting plan- ners review the city taxes, resort fees, parking and ground transportation, which all play a major role in overall bud- get consideration. “If I had a client that said, ‘Hey, I need it to be around x dollars per person,’ I might not put them in Hawaii. If they have a lower budget, I might say why don’t you go to Pennsylvania or Arizona? There are certain areas that you’re going to get better pricing statewide,” said Maurer. “You don’t have to go to the most expensive location. You could do something in Massachusetts — the Berkshires or somewhere else — and it will still be an amazing team- building experience.” According to Maurer, it’s important to look at the market and ask yourself these questions: How much will it cost to travel to this or that location? And once you get there, does the city have local transportation or will you have to rely on Uber? The answers to these questions will determine your budget and how much money you need to allocate for frivolous spending. Minimizing Food & Beverage Costs One of the biggest line items on an event budget is food and beverage. So, when the budget needs to be cut, meet- ing planners focus on this first. Without sacrificing the fla- vor, they trim the fat off the food and beverage budget. The idea is to be creative with the selection of meals but not sacrifice quality or quantity. “We can piggyback on another group that’s already in house and maybe they happen to work with a caterer,” Muldoon suggested. “Or we won’t focus on higher-end menu items like seafood. Post-pandemic, there are still a lot of hotels offering set menus and you can get in on those, too.” Maurer’s options on F&B cutbacks include bar expenses. “If someone says I need to be more mindful of the budget, I would suggest opting for a mid-level bar versus an ultra- premium or premium bar. Many people don’t even realize it is mostly the same bar package with maybe two differ- ent liquors in it.” Aside from the bar choices, it is also common to have a large selection of hors d’ oeuvres passed around or set up at an event. However, if you really want to cut some extra costs, you should consider limiting the amount of appe- tizers, perhaps scale it to four or five and turn your focus to the main meal. Courtesy of Mary Muldoon When working with vendors, it is important to get multiple quotes. This will ensure you get the best rates and services. 22 October 2023 | Corporate & Incentive Travel | TheMeetingMagazines.com There are certain areas that you’re going to get better pricing statewide. You don’t have to go to the most expensive location. ERICA MAURER Partner, EMRG Media Owner and Producer, The Event Planner ExpoAt the end of the day, there’s so many servers that you can get on the floor. That means there is only going to be so much quan- tity of food being served. So, that is a great way of cutting costs per person without skimping on the hors d’ oeuvres. According to Maurer, the food package costs are deter- mined by how low-key or upscale the company wants to be. “That’s an easy way of look- ing like you’re doing a good party, and it’s still being plenti- ful. You could get different food stations, such as a burger bar, and that might be equivalent to a carving station. It all depends on your budget,” said Maurer. For Google’s summits, Bad- ersnider likes to think outside the box to keep F&B within budget. For her team, she does a little bit of a round robin for dinner, in that one person will head a particular restaurant and every- body else will sign up for that. It makes it really crowdsourced and everybody gets what they like. It also means that the person who is organizing it can take a look at their menu and ensure the budget is constrained. “Pre-pandemic, we might have done things a little bit more ad hoc, and it might have been a little bit more over the top,” she said. “But now, we host a lot of smaller dinners to make sure we can monitor the budget more easily. It’s also better experientially for smaller groups.” Local Vendors Other cost-saving options include using vendors that source locally. The question is, how do you find them? Using referrals from other vendors and meeting planners is the best way to find local event vendors. Another way is to visit the vendor and see their work before you hire them. Keep in mind that local vendors, because they know the area well are not just outsourced services but part of your team. In the end, local vendors can help you streamline your budget and significantly boost the chances of the event’s success. Travel Costs Inflation has increased airfare costs across the board, therefore, companies require more restrictions on travel costs. On a recent summit, Google brought people together from Sydney and the Bay Area, with everyone gathering in New York, but they had to compress the event into three days. “Everybody traveled on Monday and Friday due to a lot of the company’s newer guidelines and restrictions,” explained Badersnider. “We did some pre work that was sent out for people to digest, then there were meetings that were set up for people afterwards. And there were copious amounts of breaks in between just trying to deal with the cognitive over- load for people. Three days was a way to keep costs down, and also to meet people where they are at cognitively right now.” Because budgets have come under more scrutiny in rela- tion to hotels booking policies, Google provided a comprehen- sive list of travel maximums, defined by location, to his employees so they could book what they wanted. However, this created another set of challenges. “In previous years, people would vote whatever they wanted to,” said Bader- snider. “Now with larger summits, we’re making a much more concerted effort into getting everybody a standardized rate at a specific set of hotels, which has been chal- lenging because there are just so many people. Also, now what’s challenging is everybody’s moved away in some capacity. Even if it’s not another country, they’ve moved to another state. And so really, there are far more people traveling than ever before.” Learning the Industry To have an effective event budget, meeting planners and show organizers must know the costs in the industry, about what’s reasonable and unreasonable. Sometimes the biggest challenge is not the budget itself but lack of knowledge. If you have an event in New York City for 200 people and your budget is $20,000, chances are that’s not going to happen. In that case, planners should choose another destination and decide where to spend and where to save. While the industry is constantly changing, your event budget strategy can convey a huge amount of information about your event to many people. It can also serve as a helpful learning tool for future events. The way you plan today can save you lots of time and money tomorrow. C&IT Courtesy of Erica Maurer TheMeetingMagazines.com | Corporate & Incentive Travel | October 2023 23 One of the biggest line items on an event budget is food and beverage. P roductivity, efficiency and flexibility are just a few of the benefits businesses can expect from using private jets, buses and shuttles to expedite travel and reduce “out of office” time. It goes without saying, but two major his- torical events — September 11, 2001, and COVID in 2020 — have changed travel. While private, corporate transportation has always solved many challenges of group travel, companies are now focused on the ben- efits magnified by offering a better and safer travel experience. With today’s airline issues — delayed or cancelled flights — meeting planners are seeing the benefits of charter flights, which cut down on travel time and make the difference between moving forward or cancelling plans. Charter Flights While corporate air charters may be a trend in the meeting industry, it is certainly not new. Charter flights started to “take off” in the boom-boom days of the 1990s, when corporations decided to offer their top executives chartered aviation options to meetings and events as a perk. But there was also a more serious reason. Corporate America became more multinational. So, for many businesses it made good business sense to have chartered jets available, and eliminate unwanted delays of commercial aviation to maxi- mize time for a meeting or event. After 9/11, the interest in chartered flights increased, as many people experienced real fears about fly- ing commercially. Moreover, the necessary delays caused by heightened security for commercial flights at major airports caused excessive downtime for the C-Suite. Now, more than two decades later, charters continue to be a sought- after transportation option for planners and attendees alike. The charter industry, made up of companies that provide flights via pri- vate planes or ground transportation on private buses on a fee basis, has continued to expand in recent years. For example, the small aircraft charter’s role in the industry is to provide an alternative to a typical airline experience. Chartered flights or ground transportation provide service with no financial risk; the meter stops running when the company releases the airplane or vehicle. Maximizing Privacy & Productivity BY MAURA KELLER The Benefit of Charters 24 October 2023 | Corporate & Incentive Travel | TheMeetingMagazines.com INDUSTRY TRENDS It made good business sense to have chartered jets available, and eliminate unwanted delays of commercial aviation.So, what are the biggest draws of chartered flights these days? Quite simply, chartered flights are under a company’s control, allowing meeting attendees to avoid hours of secu- rity checkpoints and delays. Corporations control who is on the aircraft, and chartered aviation flights are apart from the general commercial traffic, and oftentimes fly out of small, general aviation facilities, thus avoiding the congestion due to security or other concerns at major hubs. Dean Fisher, CMP, meeting broker at Meetings Made Easy in Las Vegas, NV, offered his insights on charters based on a high-level contracting perspective. “Group charters are generally used to attract attendees to a conference oppor- tunity,” Fisher said. “I have found group sizes for 50 to 100 people have more charter opportunities available to them. Sponsorship is generally a driver in securing charters.” Beyond Air Travel Charters expand beyond air travel and often include char- tered shuttles, buses and event marine vessels, such as cruise ships. As Armir Harris, CEO and cofounder of CharterUP, a bus charter company in Atlanta, GA, explained, the history of group charters within the corporate event and meeting sphere underscores their enduring value. “Group travel has always been prized for its role in foster- ing productive discussions and team unity, making it an indis- pensable asset for enhancing meeting outcomes,” Harris said. In a recent resurgence, Harris said group charters have seen a notable uptick in the corporate landscape. The shift toward in-person activities and flexible solutions has put the spotlight on their efficacy. This trend has been espe- cially evident as companies embrace the return to office cul- ture and seek innovative transportation methods for events. For example, CharterUP’s Employee Shuttle Program integrates cutting-edge technology and an intuitive app to optimize communication while building trust between meeting planners, attendees and transportation providers. “This approach brings unprecedented transparency to corporate travel logistics, resulting in remarkable year-over- year growth of over 283%,” Harris said. “The prevalence of group charters in corporate events and meetings is rooted in their ability to facilitate meaningful interactions and busi- ness objectives.” Charters cater to evolving business needs and contribute to successful meetings and events. All-inclusive Group Experience No matter the type of group that is traveling, we can all agree that a direct charter flight is much more appeal- ing than flying commercial. If ground transportation is the perfect choice for your meeting or event, char- ter buses can offer meeting planners great service and unbeatable comfort. You can easily elevate your attendee’s experience, espe- cially if the groups that are traveling are your top employ- ees. The meeting or event doesn’t have to start when you get to the destination; it can start on the chartered bus or well before takeoff, if traveling by plane. Daniela Torrealba, former manager of events and edu- cation for Distilled Spirits Council of the United States in Washington, DC., worked with CharterUP as she was seek- ing an all-inclusive group transportation experience. “Real-time quotes and a variety of vehicle types and sizes take the legwork out of curating unique transportation needs by event, and the real-time charter bus location track- ing makes day-of travel logistics equally as seamless as the booking process,” Torrealba said. For many corporate meeting planners, event transportation DepositPhotos.com TheMeetingMagazines.com | Corporate & Incentive Travel | October 2023 25 I have found group sizes for 50 to 100 people have more charter opportunities available to them. DEAN FISHER, CMP Meeting Broker Meetings Made Easyis their top area of concern and management. It’s not simply about moving attendees from Point A to Point B, but it is also the starting point of establishing the attendee experience for the entire meeting or event. If an attendee has a difficult travel experience, with cancelled flights or mechanical issues of road transportation, it can set the “tone” for the entire event. There is a level of “control” that a meeting planner has in selecting the charter company and its subsequent reputation that can be appealing. Chartered transportation comes in a variety of sizes to accommodate exactly what the meeting planner is look- ing for. For example, CharterUp offers a variety of charter options in a range of sizes, from mini buses to full-size char- ter buses, and you can ask for a bus with more seats than you need if you’d like to give people extra space. As Harris pointed out, with options such as these, attend- ees are offered flexible scheduling and coordinated arrivals, which underscores the vital importance of reliable transpor- tation to meetings and events, serving as the essential com- ponent that keeps everything on schedule and a punctual experience for all attendees. “Charters are especially advantageous for time-sensitive events, conferences and instances where participants are located across diverse locations or when the event desti- nation lacks convenient commercial flight options,” Harris said. “The decision to opt for a charter hinges on optimizing logistical coordination, enhancing attendee punctuality and ultimately elevating the travel experience for attendees.” Flexibility, Privacy & Safety Regardless of the convenience afforded by air and bus charters, the majority of businesses still have their meeting attendees travel commercially. This means if a Nebraska- based company has a meeting in Chicago, corporate attendees have to spend an entire day getting to and from a corporate meeting. For some corporate meeting planners, the idea of spending more money on transportation, rather than on the meeting experience, including food, beverages, ame- nities, keynote speaker fees and accommodations, is sim- ply not appealing. For many, commercial transportation means less expen- sive transportation. This is especially important, as the corporate travel environment continues its post-pandemic rebound, and many companies are carefully watching every penny that is being spent on corporate meetings and events. Often, the first thing that is strictly budgeted is the amount of money being spent on transportation costs for attendees to DepositPhotos.com If ground transportation is the perfect choice for your meeting or event, charter buses can offer meeting planners great service and unbeatable comfort. GROUP CHARTERS pros + cons Tailored flexibility: Group charters provide customized itineraries to match event agendas and participant schedules. Efficient coordination: Coordinated arrivals, no layovers and streamlined security save time and enhance punctuality. Enhanced productivity: Private, comfortable settings enable productive discussions and team activities during travel. Limited destination access: Charters have restricted access into certain areas, potentially limiting destination options. Be sure to do your research in advance to accommodate the size of a plane or bus. Cost: Fiscally speaking, charters tend to cost more than commercial aviation or ground transportation, but convenience and streamlined efficiencies can outweigh the extra costs. Pros Cons 26 October 2023 | Corporate & Incentive Travel | TheMeetingMagazines.comand from an event. When companies are forced to cut costs, travel expenses are among the first to be slashed. And the common perception that chartering private flights is only feasible for the rich and famous is somewhat unfounded. That’s because what charters are really selling is time. Time means money. And for meeting and event planners, it is an incredibly valuable commodity. More often than not, they are stressed because they don’t have enough time. In the ever-evolving landscape of travel, charter buses are emerging as a leading trend, especially for groups. And today’s planners are looking closely at that trend. They rea- son is simple. They want less hassle, more time and an easy ride. No more missed flights, security lines, driving a long distance from where you land to your destination because of no scheduled air service. No more waiting for baggage, lay- overs, park-and-ride or one-day trips that turn into three-day absences because of inconvenient flight schedules. Planners and companies alike want the flexibility in getting their key people where they need to be and back. For those corporations that do select charter transporta- tion, flexibility, security and privacy are some of the main reasons meeting attendees and meeting planners are increas- ingly climbing aboard non-commercial aircraft and ground transportation. In addition to using charters as alternative transpor- tation options, more and more meeting planners are also incorporating charters as an alternative entertainment option by chartering cruise vessels for day-long, evening, or even multi-day excursions for small- to medium-sized corporate groups. When you think about traditional cruise lines, what comes to mind? Luxury travel. Exotic ports of call. And the ships themselves: Huge, luxurious liners, with fine restau- rants, pools, salons, fantastic nighttime entertainment and staff that serve attendees well. Chartered cruises can certainly include the above or they can be more simple vessels that offer all-inclusive experiences for attendees. These ships are small, giving them access to ports that larger ships can’t reach. Itineraries are unusual, while onboard entertainment is minimal. Dining is generally open seating, allowing cruisers to dine when they want and with whom. Guest lecturers and classes provide intellectual stimu- lation. And crew members know every passenger by name. Small- to medium-size meeting groups are ideal for most chartered cruise ships as larger groups may require more of a balancing act based on the available space required for pri- vate gatherings. Most larger meeting spaces on cruise ships are also public venues and meeting groups may need to be flexible based on their meeting time request and the required number of hours in utilizing the space. One of the great advantages of hosting a meeting “at sea” is that chartered companies provide all-inclusive options for corporate events — everything a corporate group could want has been attended to, and nothing has been overlooked. There are hundreds of reasons to have a chartered meeting at sea, but one of the biggest is that you can focus on the meeting itself and not the transport, entertainment, meal options and other factors that detract from the purpose. These chartered vessels are also equipped with some of the most advanced audiovisual equipment, which can be utilized for events and meetings onboard. Key Considerations Chartered transportation within the meetings and events industry is here to stay. But, it is up to corporations to use charters as a smart business tool, and not as a symbol of cor- porate waste. And as globalization continues, expect corpo- rate charters to increase, not decrease, in the years to come. Harris advised that corporate meeting planners who may be assessing group charters for corporate events should thor- oughly evaluate key factors to ensure success. This includes the charter company’s reputation and experience, which are paramount. Customization is equally important, as a charter company can tailor experiences to specific event require- ments, including personalized itineraries and amenities. “Transparency is non-negotiable when selecting a charter partner. Transparent pricing eliminates ambiguity, allowing informed budget decisions,” Harris said. Personalized sup- port is crucial for flawless coordination. Hands-on customer service ensures planners receive unwavering assistance, resulting in seamless journeys and lasting memories. Fisher added that most corporate meeting and event attendees don’t get the chance to experience charters in their personal travels. “The cost of transportation to the charter sometimes may be more expensive than anticipated,” Fisher said. “When contracting a charter, a meeting planner should insure that they receive references from past experiences. Also, clarify if you’re working with the charter directly ver- sus a third-party representative.” As a corporate meeting planner, expecting the unexpected is part of the job description. Anticipating the exact number of attendees, balancing charter transportation logistics with the numerous other responsibilities, and sifting through the vast charter market to find the best fit are just a few of the hurdles when working with charters, but the benefits will most likely surpass any challenges that may come. C&IT TheMeetingMagazines.com | Corporate & Incentive Travel | October 2023 27 The real-time charter bus location tracking makes day-of travel logistics equally as seamless as the booking process. DANIELA TORREALBA Former Manager of Events/ Education, Distilled Spirits Council of the United StatesHERE, EVENTS ARE INVITING & INNOVATIVE Where immersive technology meets a breathtaking setting. Book your next event at a venue your employees will never forget. Visit mandalaybay.com.Next >