“Planning a reunion, however, requires much attention to detail - especially so when large numbers of people are invited or are traveling to a new location,” says Steve Robertson, General Manager of Eventective (www.eventective.com)
“From deciding on the right date, selecting a location and event space, scheduling food, to coordinating travel logistics, the tasks can easily grow to become overwhelming and costly,” he said.
To manage these challenges, some groups hire a professional meeting planner, while others designate reunion duties to members of the group. For the majority that choose to handle organizational tasks themselves, Robertson offers these strategies to make the reunion planning process cost-effective and productive:
• Negotiate – Leverage the number of attendees, quantity of food and beverage, and use of overnight accommodations to negotiate a deep discount or complimentary event space. It is also completely acceptable to ask a vendor to match - or beat - the price of a competitor. To start, email venue management directly for a price quote.
• Think Non-Traditional – Out-of-the-box venues like outdoor parks, dude ranches, and resorts offer many benefits, and not just to reunion guests. Often there is greater availability of booking dates as well as more affordable rental costs and services. When looking for a unique location, search beyond the obvious urban centers and explore the surroundings.
• Compare Costs – Shop around to compare the cost, accessibility, and overall benefits of event spaces, disc jockies, and caterers. Be sure to evaluate the pros and cons of each as well as their value. Ask a friend or family member to recommend vendors they have used for previous events.
• Go Free - Look for meeting locations that are free or waive the event space fee if you utilize their onsite catering services. Check with affiliate organizations to see if they recommend a preferred vendor or onsite event space that you can utilize.
• Get Creative – Find creative ways to save on food and beverage. If catered, ask if passed hors d’oeurves will be less costly than buffet style appetizers. Work with the chef to create a menu that utilizes local foods and vegetables that are in season - and less expensive. Search online for a vendor that will work with your needs and budget.
• Be Clear - Make sure the group’s needs are clearly communicated and get everything in writing. This not only provides confirmation of event selections and price agreement, but will expose any hidden charges or unnecessary fees. When sending invitations to attendees, utilize web-invites that deliver all event info and details directly to the attendee.
• Search the Web – Use search engines to find facilities and vendors that meet the group’s needs – and budget. When searching, use keywords such as city, event type and date. Better yet, to quickly and easily compare venues and vendors nationwide, utilize event specific search engines like Eventective www.eventective.com.
The important thing to remember is that everyone wants to be comfortable, which means that the atmosphere, facilities, and food are important.
“Smart, advance planning will help you to avoid spending big money in ways that won’t make a lot of difference to reunion attendees,” said Robertson, “Instead, plan an event where everyone can enjoy, relax and catch up with friends and family.”
For reunion planners, Eventective's listings feature 318,000 event spaces, 95,000 facilities, and 40,000 related service providers throughout the U.S. and include traditional hotel and restaurant-based properties as well as niche and special-interest facilities that are often not presented elsewhere.
Eventective (http://www.eventective.com), headquartered in Portland, Maine, is the Web's most comprehensive meeting and event space search engine. With more than 25,000 visitors a day, Eventective is also one of the most popular venue search resources on the Internet.
