August Roundtables Recap: Budget Savvy Project Planning

I had the opportunity to facilitate the Budget Savvy Project Planning roundtable at MPI Minnesota’s August event. Our table included both planners and suppliers, which made for a well-rounded conversation on the realities of tighter budgets and higher expectations. The discussion was lively, collaborative, and full of practical ideas that can make an immediate difference.

Here are a few highlights from what the group shared:

Registration history is your friend. One planner realized their program had been over-guaranteeing breakfast for years (175 meals ordered, only ~75 actually consumed). By analyzing trends and right-sizing guarantees, they saved significant dollars without impacting the experience.

Don’t reinvent the wheel—expand on what’s already working. One example: a highly sought-after sponsorship for an awards program grew into two offerings—red carpet arrivals and a “Winners’ Circle” photo backdrop—doubling the revenue potential.

Suppliers want to be strategic partners, but they need realistic budgets to help planners spend wisely. Sharing even ballpark budgets opens the door to creative substitutions (like seasonal florals) or revenue-offset ideas that can make services feel close to “net zero.”

Internal conversations matter. Stakeholders often don’t see the realities of fluctuating pricing or service costs. Transparent updates—early and often—help set expectations and avoid uncomfortable surprises later.

Vague RFPs make it hard for suppliers to bid competitively. The more detailed and accurate you are, the more likely you’ll get bids that truly reflect what you need.

Locking in pricing with venues or suppliers through multi-year contracts can offer cost savings and predictability in uncertain times.

Budget savvy planning isn’t just about trimming expenses—it’s about creativity, transparency, and collaboration. When planners and suppliers work together, budgets stretch further and events deliver more value.