Donít 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 Ė such as providing
wine/beer/snacks rather than open bar/shrimp.
Order beverages on a consumption basis.
Donít over decorate. Even if decoration is provided "free"
by your contractor, trade this open checkbook for something
more valuable Ė 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
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.
Donít 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 (donít
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
Finally, ask "is this really necessary?" before increasing
a budgeted item.