Let's face reality — it's 2009 and we're in a slump, but the pressure is still there to host a successful fundraiser or have that client-appreciation dinner that everyone is still talking about. So what to do when budgets have been slashed, but the need to be the talk of the town is still there? Here are just a few concepts we've seen crop up in our own backyard as solutions to the current economy. And regardless of the economy, remember to always plan with value in mind, and stay on target with the message.

• No more formal galas. Instead, host more cocktail receptions heavy on the hors d'oeuvre or fun-filled-activity evenings such as casino parties with a few donated prizes. After all, everyone is busy, and they don't necessarily have the time to spend three or more hours on a formal dinner. If you do decide to go the formal dinner route, be sure to incorporate ways to encourage networking so that people can benefit from being in the company of great attendees; extravagant party favors aren't necessary.
  
  
• If you really want to do something completely different, how about a “Gala in a Box”? GENAustin Inc. did just that and introduced this out-of-the-box idea (pardon the pun) in 2008, where 75 percent of the net proceeds would go back to charity. No need to shop for the perfect outfit or confirm who's going to be sitting at your sponsored table. Instead, a virtual gala in a box was shipped to your home to enjoy in your own privacy.
  
  
• With sponsorship dollars down this year, we have seen an increase in admission rates and opening up registration beyond the normal target market to make up for missing dollars. For example, an event that was previously closed to specific vendors would now be available for them to attend for a higher admission price in the form of a sponsorship. Rather than hiring professional speakers, clients are going back to their existing board of advisors to see who they can pull in to be the expert speaker. This cuts costs dramatically because there is usually no speaker fee involved, just travel-related expenses.
  
  
• For those with themed events, we have seen clients going back to common themes, which allow us to take advantage of our existing props rather than produce new ones for the event. For example, the '70s, a casino and Western decor are all very common themes. If you hire professional planners, they usually have existing inventory related to these themes.
  
  
• New technology, although not necessarily lower in cost, has definitely allowed our clients to reach beyond their normal target audience. This can be through virtual seminars, using social media effectively or creating a viral marketing campaign that even after the event is over, folks are still talking about it.

The bottom line is, no matter how you choose to cut costs for your — or your client's — events, the key question to ask is, what are you trying to achieve with this event? Are you doing everything through entertainment, communication and food to reinforce this message? Stay on message, and eliminate the elements that do not reinforce the objectives.