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Wednesday January 7th, 2009

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The Hidden Costs of Corporate Meetings - By R.L. Fielding
	In tough economic times, more and more organizations cut back on the budgets for their events. Meeting planners are tasked with finding ways to make business conferences and training sessions as cost-effective as possible. Here's a guide to help you figure out some of the hidden costs of corporate meetings.
Meeting Space: Does the facility offer a meeting space that fits your group or are you paying for more space than you need? Moving an event to a smaller venue can be a significant cost-cutting measure for organizations. However, a lower price doesn't always equal a better deal. Once you've created a short list of facilities that meet your group's space requirements, evaluate whether the environment is centrally-located, distraction-free, and offers a high-tech meeting space. Food & Beverage: Reducing the expenditure for food and beverage breaks can help your organization stay within its event budget. If you can avoid it, don't eliminate the food and beverage budget entirely. Snacks and refreshments help event attendees power-up, relax and recharge. Even a short break can make a world of difference in the attentiveness of your guests and the productivity of your meeting. Story continues below ↓ Advertisement Technology Support: Technology is an essential component of any truly successful business meeting. While you don't want to skimp in this area, you may be able to cut costs by hosting your event at a facility that offers on-site technology support and access to overhead projectors, audio systems and other equipment at no extra charge. In the quest for the best possible deal, complete meeting packages offer an attractive option to cash-strapped meeting planners. These all-inclusive plans ensure that everything you need for meeting success is included in one price per person. In order to accommodate various meeting types and budgets, conference centers offer a range of complete meeting packages. You can budget with confidence, knowing to the dollar what your meeting will cost. In the end, you can moderate your event's budget by compromising on the small details, but you should never lose sight of the big picture. Always ask, "How does this impact the final result of our event?" The secret to success is recognizing your organization's priorities and making a calculated adjustment that delivers the greatest return-on-investment. R.L. Fielding Bio R.L. Fielding is a freelance writer who has written on a wide variety of topics, with special expertise in the education, pharmaceutical and healthcare, financial service and manufacturing industries. About Q Center This article was provided by Q Center in St. Charles, IL. More than an ordinary conference center, Q Center's conference facilities provide lodging for more than 1,000 guests as well as dining, abundant recreation, top-flight technology and a host of customized conference services. For further information, please e-mail Communications@QCenter.comor visit www.QCenter.com.