1. Use the local convention & visitors bureau to help find the right facility and activities for your budget
2. Consider booking your meeting during a hotel's "off" season
3. If possible, be flexible with your arrival and departure dates
4. Negotiate a multiple-year contract
5. Make sure to read all the details in your proposed contract, highlighting areas that need further negotiation
6. Know the value of your business before you start negotiating with the hotel
7. Know the needs of your meeting
8. Hold a pre-convention meeting with the hotel staff to make sure you're on the same page
9. Look for sponsors to underwrite elements of your meeting
10. Evaluate the number of breakout sessions you offer
11. Use one theme for your meeting
12. Book versatile speakers and entertainers
13. Using local speaker can save on travel expenses
14. Work with the hotel chef to plan meals that are within your budget
15. Shorten cocktail parties and receptions
16. Order your breaks "on consumption"
17. Regularly monitor budgeted income and expenses for a meeting or convention
18. Negotiate reduced rental rates on audiovisual equipment if you'll use it longer than a day
19. Ask if you can bring your own AV equipment
20. Limit use of wireless microphones
21. Design your meeting programs in-house
22. Format your convention programs for standard paper sizes
23. Maintain good records
24. Know your participants
25. Join a meeting industry professional association