วันพฤหัสบดีที่ 5 กุมภาพันธ์ พ.ศ. 2552

Communicating Across Time Horizons

There was a time in my life when I sold life insurance. Well, to be frank, I tried to sell life insurance. With little success.

And while I didn't sell any insurance, I did learn a thing or two, and I'd like to explore one of them with you today - time horizons.

Some of the prospective policyholders I met could visualize themselves well into the future, say 20 or 30 years into the future. They were obviously good prospects for life insurance. Others focused more on the coming year or few years. To them, something that might or might not happen 20 years ahead was a pure abstraction with little relevance.

Now, let's put these perspectives into a communication context: When you send or receive messages, do you factor in the time horizon of the person who sent you a message or gets one from you?

Let's consider an example that's similar to my experience. Say you're trying to sell mutual funds to a new investor. You enthusiastically point out the possibility of getting rich by saving every month for perhaps 25 years. But the person across the desk looks at you with a blank face. Perhaps he's thinking to himself that the money could be used to pay down the loan on his truck in three years instead of five, and then he could buy a new one much sooner.

Or, consider the time horizons that involve communication between managers and the people who report to them. Generally speaking, the higher you are in a hierarchy, the further ahead you're expected to look and anticipate.

So, how do you handle messages to people who have different time horizons than you? First, be aware of the possibility that they may exist. Ask a few probing questions that help you find differences.

Second, use visualizations that help others imagine the future, and how they'll fit into that picture. For example, companies that sell retirement packages spend a lot of money trying to get us to imagine ourselves basking in luxury on a tropical beach.

Third, don't just talk about that future time in an abstract way. Personalize it by explaining how it will affect the person you're addressing. Give that person a stake in the future you foresee.

Fourth, get to that future time in steps, not in one big jump. Don't ask a 25 year old to visualize where she'll be at age 65. Instead, talk to her about the typical life styles at ages 35, 45, 55, and 65.

Finally, put the processes into reverse if someone else asks you to visualize a time horizon that's unfamiliar. Ask yourself what kind of assumptions and visions he brings to his scenario, and adjust accordingly.

In summary, different time horizons can be a barrier to good communication. To overcome these potential barriers you start by first recognizing the possibility of their existence. If they do exist you can use visualization, personalization, and a series of time steps rather than one big jump.

Robert F. Abbott writes and publishes Abbott's Communication Letter. Learn how you can use communication to help achieve your goals, by reading articles or subscribing to this ad-supported newsletter. An excellent resource for leaders and managers, at: <a target="_new" href="http://www.communication-newsletter.com">http://www.communication-newsletter.com</a>

วันพุธที่ 4 กุมภาพันธ์ พ.ศ. 2552

How to Change Somebody?s Mind

Believe me, it's not easy! And sometimes, it doesn't work at all.

But while researching my book on how to produce more memorable writing, I stumbled upon these &quot;mind changing&quot; ideas from multiple sources.

Remember, I'm a writer, not a psychologist. So the methods shown here come mostly from writers and speakers who've successfully altered perceptions through presentations and persuasive reports.

1. Wear the other person's shoes ? Ask questions to find out why someone holds a completely different view from yours.

2. Ask that person to amplify his/her position ? Are your opponent's views based on actual data, or on disputed or second-hand information that might be challenged?

3. If that person's views are based on data, is the source of that data credible?

4. What common positions do you hold? Politicians can often win a hostile audience by first discussing values everyone shares. If we can agree on common goals, perhaps readers/listeners will follow us when we lead them down new pathways.

5. Can some position be compromised? In negotiations, I often give away a small point in order to show willingness to arrive at an agreement.

6. Point out your side's best points. Remember the fence-painting episode from "Tom Sawyer"? Tom makes his task seem so appealing his friends offer him all sorts of prizes if he'll let them participate.

7. Speaking of &quot;good points&quot; ? Sometimes negotiation can become a &quot;listing&quot; contest. Can you reinforce your position by listing a number of positive things about your proposal? Example: &quot;Ten reasons you should vote for Proposition A.&quot;

Rix Quinn offers lots of writing and persuasive ideas in his book &quot;Words That Stick.&quot; It's available from your local bookstore, or <a target="_new" href="http://www.amazon.com/exec/obidos/ASIN/1580085768/qid/">http://www.amazon.com/exec/obidos/ASIN/1580085768/qid/</a>

วันอังคารที่ 3 กุมภาพันธ์ พ.ศ. 2552

Negotiating: Forcing vs Compromising

Forcing is a hard-nosed approach that makes heavy demands from the outset. Emotions are displayed frequently, few concessions are made, and the bottom line may be concealed. This technique is used when the other side is determined to make you lose, or in one-shot deals. One advantage of this approach is that it normally uses less time than other approaches and leads to total victory if you have more power than the other side. The disadvantage of forcing is that it can lead to stalemate if the other side uses the same approach. The other side can also become resentful and vengeful.

The forcing approach to negotiating places value solely on the substance of negotiations rather than the relationship between the parties. A forcing negotiator would be pleased if he or she won 100% of the issues, even if the relationship between the parties was irreversibly damaged or even destroyed. This approach has limited use within organizations. It is foolish and dangerous to burn bridges with anyone with whom you work. Perhaps if you are negotiating with a person you'll never deal with again (e.g., a used car salesperson) you might want to experiment with the forcing approach. Otherwise, this isolating type of negotiation is not relevant for most managers.

In the compromising approach, both negotiators start with exaggerated demands and then slowly work their way toward some middle position. The parties are concerned only with their own needs, and they may also stereotype and malign each other. Compromising is used when the parties are interdependent and continued dispute would be more costly than agreement. The benefits of compromising are that it is a natural style for most people, and it appears to be quite fair as both sides win and lose. The drawback of compromising is that it can lead to extreme initial positions as both sides anticipate splitting the difference, therefore yielding agreements about which neither side is really happy.

Copyright <a target="_new" href="http://www.aeschwartz.com">AE Schwartz & Associates</a> All rights reserved. For additional presentation materials and resources: <a target="_new" href="http://www.ReadySetPresent.com">ReadySetPresent</a> and for a Free listing as a Trainer, Consultant, Speaker, Vendor/Organization: <a target="_new" href="http://www.TrainingConsortium.com/">TrainingConsortium</a>

CEO, A.E. Schwartz & Associates, Boston, MA., a comprehensive organization which offers over 40 skills based management training programs. Mr. Schwartz conducts over 150 programs annually for clients in industry, research, technology, government, Fortune 100/500 companies, and nonprofit organizations worldwide. He is often found at conferences as a key note presenter and/or facilitator. His style is fast-paced, participatory, practical, and humorous. He has authored over 65 books and products, and taught/lectured at over a dozen colleges and universities throughout the United States.

วันจันทร์ที่ 2 กุมภาพันธ์ พ.ศ. 2552

What Are The Four Types Of Negotiating Outcomes?

Negotiating outcomes are the types of results that can happen at the end of a negotiation. All negotiations end up with one out of four possible outcomes: one party wins and the other loses, both parties lose, they get stuck in a stalemate, or both end up winning. Obviously, the goal in a cooperative negotiation is for both parties to walk away with their needs being satisfied. Familiarize yourself with the four different negotiating outcomes and make it your goal to aim for a mutually-beneficial outcome.

Lose-Lose

In this type of outcome, ego's come into play which thwart the negotiating process. Both sides dig into their positions and are unwilling to compromise with each other. In the end, both parties end up losing in the deal. Resentment exists between both parties as a result of the outcome and it is unlikely that they will ever negotiate with each other again.

Example

A labor union refuses a contract offer and goes on strike until demands are met. The company refuses to give into to this bullying-type technique and digs into their position of not budging. In the end, the strikers go back to work without a raise and with lost income and the company loses a large amount of sales revenue, and the consumer loses because the company must raise prices to pay for its losses.

Win-Lose

In this type of outcome, one side wins and the other side loses. There is no compromise with a win-lose outcome. It's a one-side takes all battle with one side getting all their needs satisfied and the other side getting nothing. While the side that wins may be very happy about the outcome; the losing side has a high level of resentment over the deal because they did not have any of their needs met. This usually results in a end to any future negotiations and a termination of the relationship.

Examples

A street brawl is the ultimate in win-lose negotiations. One side wins by use of physical violence and the losing side has no choice but to submit to defeat.

A civil court battle is win-lose. A judge or jury decides winner and loser based on available evidence. One side wins punitive or compensatory damages and the other side loses that money.

Stalemate

In this type of outcome, neither side wins or loses and after a long negotiating session, both sides are at the exact same place that they started off at. This is a result of not being able to deal with interests and only positions. Stalemates happen when both sides aggressively defend their positions and neither side is able to make the other side budge.

Example

You go to buy a car and the salesman quotes you a price that is too high. You are unwilling to budge on your price and the salesman is unwilling to budge on his quote. You then walk out of the dealership and go find another one to deal with and the salesman moves on to the next customer.

Win-Win

This is the type outcome that you strive to achieve when you Street Negotiate. In this type of outcome, both sides walk away with their interests and needs being met. Both sides leave the negotiating table satisfied because they came out of the negotiation with more than they had started with. Relationships are preserved because both parties cooperated with each other in determining a fair solution to the problem. This outcome also bolsters trust for future negotiations between the two parties because they have established a positive relationship.

Example

A hostage taker agrees with the police negotiator to surrender and release his hostages. In return, the negotiator agrees that the SWAT team won't bust through the doors and kill the hostage taker. In this example, the hostage taker gets his needs of survival taken care of and the negotiator gets his needs of ending a potentially deadly confrontation without any bloodshed satisfied.

Key Points

The four possible outcomes to a negotiation are: lose-lose, win-lose, stalemate, and win-win.

Set your goals on having a win-win outcome in all of your negotiations. A win-win outcome is where both negotiating parties walk away with having both of their needs met.

About The Author

Tristan Loo is an experienced negotiator and an expert in conflict resolution. He uses his law enforcement experience to train others in the prinicples of defusing conflict and reaching agreements. Visit his website at <a target="_new" href="http://www.streetnegotiation.com">http://www.streetnegotiation.com</a>

Negotiating Technology Contracts

Have you ever tried to negotiate a deal for software, computer equipment, or consulting services with a technology company? The task can be daunting. Unfortunately, the sales forces of most IT companies are armed to the hilt with techniques to get the best deal for them, and not necessarily the best deal for you. And even worse, most of us computer folk (like myself) have never been trained in the art of negotiation, so it can be difficult to spot a snake in the grass. Before you begin negotiating a technology deal, know what you're getting in to.

Solicit, Don't Be Solicited

I receive at least three calls each day from technology vendors interested in selling something: hardware equipment, software tools, consulting services, etc. Usually, these calls are "cold". My name somehow landed on a telemarketing list in the hands of some vendor who is calling me out of the clear blue sky hoping that what they sell somehow matches what I need. You can waste hours on the phone letting some non-technical, script-reading, telemarketer or sales representative chew your ear off about their latest and greatest gizmo. Very rarely do these types of calls ever translate into a real business opportunity.

The most popular cold call opening is "Good morning. This is Joe from the XYZ software company. We offer break through whatever solutions to help you reduce your total cost of ownership for whatever. Let me ask you, are your responsible for managing your companies whatever investment?" I get so many of these calls that I can answer them in my sleep. Years ago, I used to engage in some level of discussion with these people and it always went nowhere. Unless you really think they've got something you might want to buy, cut them off immediately. And just like any telemarketer, they have a scripted response for anything. If you answer the above question with "No. I am not". The immediate response will be "Could you direct me to someone in the company that is responsible for whatever". If you hand out a name and number, you're just passing the buck to some other poor soul in your organization. My favorite response is "No. We don't respond to phone solicitations." Nine times out of ten, they will give up.

Sometimes, the cold caller will make another run at it and re-state their purpose or as they close the call, sneak in another sales pitch. "Yes sir. I understand. We offer something really great for your company and would love to send you a free trial version at absolutely no cost. Its free to try." You could be tempted to say "Free? Tell me more." Again, this type of response will just open up the sales speech flood gates and you will be wasting your time trying to get a word in edge-wise. Stick to your guns: "As I said. We don't respond to phone solicitations." is the proper response. If they make yet one more run at it, the final blow would be "Not sure if you're deaf, but I said we don't respond to phone solicitations. Tell me your name and transfer me to your supervisor." You will either hear apologies or a dial tone. Either way, you've just gotten yourself off of a call list and will never be bothered again.

If you're interested in buying something, you do the calling, not the other way around.

Put The Horse Before The Cart

Never begin looking for technology solutions without knowing what you're looking for. Know the business problem you're trying to solve. If you know you need a software package that automates statistical analysis, flush out a more detailed set of statistics requirements (types of model, sample sizes, etc.) before you begin to shop around. Usually, software products have bells and whistles that, although look cool, are not absolutely needed. Before you begin comparison shopping, define your basic technology and business requirements. Knowing what you really need will give you confidence and leverage in a negotiation.

Always Comparison Shop

No matter what, always evaluate multiple options. If you're looking for software, don't get excited and latch on to the first package that looks good. And certainly don't give a sales rep. the impression that you're overly interested in their solution. They will be less likely to move during a negotiation. The IT market is over abundant with hardware, software and services solutions. Probably, you will have many options to choose from. Be picky!

Create Your Game Plan

Before you begin negotiating a deal with any technology vendor, plan your negotiation carefully. I have included some general planning questions that you should answer in preparation for a negotiation. The questions I have listed below may not make sense for your negotiation, so feel free to modify them for the occasion. The point here is to prepare in advance. You don't want to figure out the answers to these types of questions in the middle of a negotiation as it may give an inch to the sales person. I would even recommend writing the questions and answers on a sheet of paper for reference.

(Price) How much do you think you should pay for this software or service? What is the market rate or street price? What are you prepared to spend? What is the highest price you would be willing to pay?

(Features) What key features and capabilities are you looking for? Force rank the features. What does the prioritized list look like? Of the features you need, categorize them into two categories: "must have" and "nice to have".

(Service Levels) Do you expect some level of performance from the equipment, software, or service? Are there up-time requirements? Do you need 24x7 technical support? Do you expect the vendor to incur a penalty if they don't perform up to your service levels?

(Trades) What is most important to you: price, features, or service level? Force rank these in order of importance. Would you be willing to trade items between categories? For example, would you be willing to give up a certain service level for a lower price?

(Suppliers) Which vendors offer something that you think could meet your needs? How long have these companies been in business? Are you doing business with them already? Do you have a good business relationship with them?

(Gravy) If you had your druthers, what extras would you like the vendor to throw in for free? Would you like training or extra manuals? Would you like special reporting?

You will probably have more questions in addition to the ones listed above. Take the time to write them down and create the answers. Once you have established your position, you will save a great deal of time evaluating your potential vendors and negotiations will be less painful.

Lead The Dance

When you are ready to face off with a vendor, do your best to drive the discussion. Get as much information about the vendor and their product and service before price enters into the discussion. Just like car buying, pick out your car (or choice of cars) before you negotiate a price. If you find that the discussion is prematurely heading toward pricing, bring the conversation back to understanding the product or service itself. If you're not ready to talk price, say something like "Right now, I am just evaluating your product (or service). Unless I think there's a real opportunity, I'm not prepared to negotiate price right now."

Pricing for hardware, software, and services follow very different models. Hardware prices are fairly standard unless the product is new. Usually, the mark-up on hardware is very small (1-15%). On the flip- side, the mark-up for software is huge (100%+). Software is priced based on value, not the cost to the vendor so you can usually negotiate software prices down substantially. Services are usually based on labor rates and are marked up based on the demand for those skills (15-50%).

When you are ready to discuss pricing, take the lead in the dance. Here are the steps to follow (in this order):

<li>Make the vendor throw out the first offer. Never be the first one to suggest a price. Although rare, you could hear the question "how much would you be willing to pay for our product?" A good response would be "As little as possible. What's your offer?" This response puts the ball firmly in the vendor's court. Remember, if you've done your planning, you really do have the answer to this question, but your job is get a price far below your maximum, so don't tell the vendor up front!

<li>Express concern. Never get excited about the first offer no matter what. If you're considering other alternatives, you may be able to get a better price. My favorite tactic is to say nothing and simply make a non-verbal expression of concern. Usually, the vendor will come back with either "but I'm sure we could sharpen our pencil", or "we could probably come down lower if that price is too high", or the ever popular "but we're willing to work with you". You may also be prodded with "You don't seem to like that price. I seem to be out of the ball park. What price would you be comfortable with?" Here's where the dance gets interesting.

<li>Make the vendor throw out the second offer. This can be difficult, but by making the vendor throw out more prices, you are lowering the ceiling of the negotiation going forward. If, in step 2, the vendor says "we could probably come down lower if that price is too high.", immediately respond with "How much could you come down?" or "It seems you didn't give me your best price to begin with. What's your best price?". Latch on to what a vendor is saying and keep asking questions. Stay on this step as long as possible and try and keep the vendor to continue to provide better pricing.

<li>Counter offer. Propose a different price than what's on the table. Be reasonable. If you've done your homework and checked the going price for the product or service, you know what the range is. If you throw out a price that you know is ridiculous, it will look like you don't know what you're doing. However, if you counter with a price that demonstrates that you've done your homework, the vendor will know you are serious. Justify for your counter offer. For example, you may want to reveal that you've done some market analysis by saying "I've researched the market a little and think my offer is more in line with market prices." Obviously, the vendor may disagree, but at least you're backing up your counter price.

<li>Trade. Unless you can land on a price outright, there will likely be gives and takes on both sides. Go back to your to plan and begin proposing trades. Always make trades that bring you little to no value but may be perceived as valuable by the vendor. This can be very difficult, but can pay huge dividends. Here is a perfect example. Let's say you want a service contract to outsource your help desk (technical support phone service). Let's say you really want the help desk to answer your calls within 1 minute (you've already figured out this requirement in your plan) but the vendor's first offer is to answer your calls within 30 seconds. Let's also assume that price is more important to you than having your calls answered 30 seconds faster (remember- the vendor doesn't know this). And let's say the offer on the table is $5 per call. A great trade proposal would be "Your price is too high for me. I can recognize that you need enough people to answer those calls within 30 seconds and that has value. I would be willing to sacrifice an extra 30 seconds on each call if you could bring your price down." If the vendor responds with a counter-offer, circle back to steps 4 and 5. Try and keep the counter offer / trade cycle going as long as possible.

<li>Nibble. Just as you and the vendor are about to agree to terms and everyone starts smiling and shaking hands, start asking for the gravy. Let's say you've just negotiated a software deal and you would really like some training. Just when you think the vendor believes the negotiation is at its very end, you could say "I am really glad we could work this out. I'm looking forward to using your software. One more thing- would you mind spending a couple days showing me how to use your product. A little training could be useful. Is that ok with you?" You run the risk of opening up the negotiation, but you stand a better chance of getting a few extras free of charge.

<li>Walk The Talk. If you've set your maximum price and you can't seem to negotiate what you want even with trades, walk away. Be firm and truly be prepared to walk away. Be blunt. "It seems we're not getting anywhere. I think I'll take my business elsewhere. Thanks for your time." Shutting the discussion down can sometimes break the log jam. If a vendor really thinks they're going to loose the business, they may suddenly move.

<li>Patience is a Virtue. Negotiations take time. Before you begin, know what your timeframe to make a decision is. Never act hurried or anxious. Come across to the vendor as relaxed and confident (but not cocky). The message you want to send to the vendor is "I've got all the time in the world."

<li>Never Lie. Although this happens in many negotiations, telling lies will hurt your reputation and could poison vendor relationships. I am not a proponent of outright fibbing. Be honest but don't give away your hand.

Follow these steps, and you will strike better deals and build confidence in your ability to negotiate. What I have left out in the steps above are standard questions that vendors love to ask. Let me leave you with these questions, their underlying motive, and what you should say. The trick is to always put the ball back in the vendor's court to better your position:

<ul><li>Question: "What's your budget for this project?"

Motive: Setting the price floor

Answer: "That's confidential. Why do you need to know that?"</li>

<li>Question: "What's most important to you? Price or service levels?"

Motive : Prioritizing your trades

Answer : "They're both important to me. I'm looking for the best package"</li>

<li>Question: "How soon do you need to make a decision?"

Motive: Setting the timeframe

Answer : "I will make a decision when I can get the overall best deal"</li>

<li>Question: "Can you make decision quickly. I've got to make my sales quota and our quarter is ending soon. I can't guarantee I give you the same discount"

Motive : Apply pressure

Answer : "I'm not going to rush my decision because of your company's business calendar. We may need to re-think things..." </li></ul>

There are others, but always maintain your control, patience and poise and always take the lead in the negotiating dance!

About The Author

Andy Quick is co-founder of Findmyhosting.com (<a href="http://www.findmyhosting.com" target="_new">http://www.findmyhosting.com</a>), a free web hosting directory offering businesses and consumers a hassle free way to find the right hosting plan for their needs. Feel free to contact Andy at <a href="mailto:andy@findmyhosting.com">andy@findmyhosting.com</a> in case you have any questions or comments regarding this article.

So Whats Your Argument?

Arguments aren't always bad things. Sometimes They're used to convince someone of an important point they may not yet realize.

You've probably used arguments in this way most of your life in fact!

Maybe you wanted to go somewhere and had to convince your parents that is was a good idea to let you go. So you argued your position with them.

Maybe you wanted to buy a big ticket item and had to argue the value of buying it with your spouse!

Arguments don't necessarily have to be shouting matches. They can simply be a device used to convince someone of something that you feel is important.

It's funny then, how so few sales people use the art of arguing to sell their products. Wouldn't a person who wants someone to buy something from them want to try and convince that one that it'd be a good idea?

Maybe it's because it's not such a good idea?

Could be why so many sales pitches are designed to connive potential customers into buying rather than giving them a convincing argument instead.

Let's face it . . .

Who'd want to argue a losing point?

After all, if a product is of little value, who in their right mind would want to take the position of trying to convince someone it had value?

Maybe that's why so few try to convince rather than connive!

But what is the difference between convincing and conniving anyway?

A conniver is like the person in a movie or TV show that's holding something they probably shouldn't be. Suddenly, a cop pulls up and he quickly passes the object to the person next to him with the words, "Here, take this quick!"

The poor unsuspecting by-stander is "left holding the bag", and doesn't know what hit him as he's dragged off to the pokey.

So, to put it simply . . .

A conniver is the person who tries to get you to do something without thinking about it. He creates a sense of urgency and force feeds it to you before you can say no.

Now a convincer is quite the opposite. He wants you to know what you're getting into and is willing to spend the time going over it with you. He has a valid argument and has no qualms about letting you hear it.

So, by the time he hands you the "bag", you know exactly what's in it, and you've been able to make a rational decision about whether you want to "hold" it or not.

This leaves us with two important questions . . .

If you're searching the Internet looking for product to buy, who would you rather run into?

If you're trying to sell valuable products on the Internet, which of the above two do you think you should be?

Hopefully, the argument is clear!

About The Author

Ken Nadreau is the author of "Power Suits for Online Marketers." A free report that explains the three most important aspects of sales, and how using them, turns the average marketer into a legitimate, "well dressed" professional.

<a href="http://taoenterprises.com/powersuit/index.html" target="_new">http://taoenterprises.com/powersuit/index.html</a>

<a href="mailto:krnadreau@taoenterprises.com">krnadreau@taoenterprises.com</a>

30 Tips for Keeping Meeting Expenses to a Minimum

Money makes the world go 'round. And when it comes to meeting planning, money can probably get you whatever you want. However, few event planners have the luxury of an unlimited budget. Your boss may like to drink champagne on a beer budget. In other words, caution you to spend less, but expect miracles at the same time.

Preparing and managing a realistic budget is serious business, but to score &quot;big boss&quot; points you also need to be a savvy negotiator and cost-cutting aficionado. To help you on your way, here are 30 tips in a variety of different areas to keep your meeting expenses at a minimum without losing quality you strive for.

1. Keep your budget flexible. Be prepared to build in a contingency of 10 percent into your total budget to take care of any unexpected expenses and emergencies. Unforeseen or overlooked costs such as, overtime, overnight mailings, phone and computer hookups or speaker substitutions could skyrocket your budget.

2. Check all invoices. Question anything on your invoices that doesn't compute against the written quotation. Scrutinize your hotel/facility and food and beverage invoices while on-site. Ironing out discrepancies in person is much easier than over the phone.

3. Limit authorization. Only a select few should have the authority to charge items to your master account at the hotel. Make sure hotel has a list of these people, and refuse to pay for charges signed by unauthorized personnel.

4. Review accounts daily. To avoid any major surprises or heart failures when you see the final bill, review your accounts with the facility on a daily basis. It's easier to spot errors or make necessary changes if costs are escalating in certain areas.

5. Schedule during low-usage times. If you have the flexibility, consider scheduling your meetings during low seasons or days of the week when the facility is less busy. Booking near holidays such as Easter, Memorial Day, and Labor Day might definitely be to your advantageous.

6. Ask for the best rates. Do your research. Check out the rack rates, corporate rates, AAA discounts and so on, and compare them to the group rates you're being offered. Call the toll-free reservation desk for information.

7. Confirm and reconfirm your dates and event details. Overlooking a detail may cost you big bucks.

8. Request a discount for on-site payments. When the facility doesn't have to wait for payment because you arrange to pay immediately after the event or as the meeting is ending, they may well be open to a discount for prompt payment.

9. Be conservative with room blocks. With more and more guests using discounted hotel sites for room bookings, attrition on unused rooms can get very expensive.

10. Negotiate comp rooms. As part of your discussions with hotel management, negotiate comp or discounted rooms for speakers, staffs and or upgrades for VIPs.

11. Understand your cancellation clause. Don't sign anything you're not completely happy with. Be certain that your cancellation clause is reciprocal, so that both parties get the option to back out of the contract before a specified date, in case of any changes to the original agreement.

12. Negotiate set prices. To help with your budgeting, arrange to pay a specified amount on food and beverages during your entire event, rather than a rate per person, per function.

13. Consult a tax attorney. Investigate tax laws for your business location and the event location. You may be eligible for tax breaks that you're not claiming.

14. Keep room setup simple. Wherever possible use theater style (where only chairs are used) as it is less labor-intensive than classroom-style (which includes both table and chairs), thus lowering setup costs. Also, plan to keep setups the same from day to day.

15. Check into other groups. Find out about groups holding their meeting prior to and after yours and discuss staging needs. You may find that you can save on setup and teardown if you all have the same or very similar requirements.

16. Investigate sponsorship opportunities. Find sponsors to cover as many of your program expenses as possible, especially speaker fees, audiovisual equipment, and special meal functions.

17. Investigate grants. Although it might be a time-consuming exercise, you might look into specific federal, state, local or corporate grants that might be available for holding your meeting.

18. Use industry experts. To save on speaker expenses, consider using industry experts whose companies often pay expenses. Alternatively, use local speakers where appropriate to save on travel expenses. However, check how good they are before hiring them. You may end up with a dud!

19. Avoid renting unnecessary equipment. Double check speaker needs for audiovisual equipment to avoid renting unnecessary items.

20. Keep signage simple and reusable. Consider investing in a laminating machine to make your own signs.

21. Discuss economical audiovisual setups. Limit the number of microphones needed. Check if the hotel supplies a complimentary microphone in each meeting room. Skirt a cocktail table instead of renting special carts for A/V equipment.

22. Use outside suppliers. Look outside the hotel for possible audiovisual suppliers whose prices may be more competitive than those in-house. However, the hotel may match the other supplier's prices if asked.

23. Save on transportation. Use airport shuttles instead of taxis. If you have a sizeable group attending your event, negotiate special discounts with the shuttle bus company. Alternatively, check if the local taxicab company can provide discount coupons.

24. Arrange for one room. For smaller committee meetings that may be held during a larger conference arrange for a buffet luncheon to be held in the same room as the meeting to save on having to rent a separate room.

25. Negotiate food. Negotiate paying for food based on consumption. You can then return food without having to pay for it.

26. Minimize portions. Sever mini-Danishes, muffins and doughnuts, or cut larger servings in half. Many people (especially women and dieters) only want half to start with. Alternatively, serve a continental breakfast instead of a full breakfast buffet.

27. Opt for fewer choices. When it comes to hors d'oeuvres, go for fewer choices in larger quantities rather than a large selection in smaller quantities. And, remember to avoid the shrimp. People inhale it. There's never enough!!!

28. Check for dead stock. Check if the hotel has dead stock wine available (such as wine that in no longer on the wine list). You may be able to negotiate a great price for some really good quality wine.

29. Store opened bottles. Find out if the hotel can store opened bottles of liquor from one reception and us them another reception during the same conference.

30. Open bottles as needed. As the banquet captain to open wine bottles only as needed. You pay for every bottle that's been uncorked.

Bonus tip: Avoid salty foods during receptions as it encourages people to drink more.

About The Author

Written by Susan A. Friedmann,CSP, The Tradeshow Coach, Lake Placid, NY, author: &quot;Meeting & Event Planning for Dummies,&quot; working with companies to improve their meeting and event success through coaching, consulting and training. Go to <a href="http://www.thetradeshowcoach.com" target="_new">http://www.thetradeshowcoach.com</a> to sign up for a free copy of ExhibitSmart Tips of the Week.

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