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DTSTART;TZID=America/New_York:20250820T140000
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UID:8175-1755698400-1755714600@capital.pcma.org
SUMMARY:August Spark: The Cost of Choices: Budgeting Strategies for Seamless Events
DESCRIPTION:The Cost of Choices: Budgeting Strategies for Seamless Events\nIn today’s climate of rising costs and shifting attendee expectations\, every decision has an impact—on your budget\, your event experience\, and your bottom line. \nJoin us for an afternoon of practical strategies\, expert insights\, and real-world examples that will help you stretch your event dollars further without compromising quality. This in-person program brings together event professionals across budget forecasting\, A/V production\, and F&B planning to share tested tools\, creative workarounds\, and cost-saving ideas. \nWhat to expect: \n\nSmart Forecasting & Contingency Planning with Kyle Jordan\, CAE\, CMP\nMaximizing the Value of Your A/V Budget with Brian Monahan\, Prestige AV & Creative Services\nF&B Strategy Panel: “More Taste\, Less Waste” featuring Aaron Mayo (Loews)\, Annette Suriani (AMS Meeting Solutions) & more\n\nSee below for detailed information on sessions and speakers. \n \nDate:  \nAugust 20\, 2025 \nLocation: \nRoyal Sonesta Dupont Circle\n2121 P St NW\, Washington\, DC 20037 \nAgenda:  \n12:45pm – Registration Desk Open/Check-in \n1:00pm – 2:00pm – Pre-Event CPR Training Workshop (optional; separate registration required) \n2:00pm – 5:30pm – Spark Education Event \n5:30pm – 6:30pm – Reception \nBecome a sponsor for this event now!\nClick here or email pcma.capital.sponsorship@gmail.com for more information \nComing in from out of town?\nDiscounted room rates are available at the Royal Sonesta Dupont Circle. Follow the steps below\, and reserve your room today! \n\nVisit the Royal Sonesta Dupont Circle’s website (link “website” to https://www.sonesta.com/royal-sonesta/dc/washington/royal-sonesta-washington-dc-dupont-circle)\nSelect your stay dates\nClick the “Rates” dropdown\, and enter the “Corporate/Promo”  code FAF\nClick “Update”\, and the discounted room options will display on the next page\nSelect an available room and follow the steps to complete your reservation.\n\nSessions and Speakers:\nScenarios and Contingency Planning: Navigating Budgeting and Risk in an Uncertain World \nSpeaker: Kyle Jordan\, CAE\, CEM-AP\, CMP\, DES\, Director of Meetings\, INFORMS    \nIn an environment defined by rising costs\, labor unpredictability\, and global uncertainty\, budgeting for events requires more than just plugging in numbers. This session starts with a quick refresher on key budgeting principles\, from setting assumptions to evaluating fixed and variable costs\, before diving into how forecasting tools\, scenario planning\, and risk analysis can create more adaptive\, resilient budgets. You’ll walk away with practical methods to help you respond to unexpected disruptions while still delivering on attendee expectations and organizational goals. \nAfter attending this session\, participants will be able to: \n\n\n\nReview foundational budgeting concepts and apply them to current event planning challenges.\nUse forecasting and historical data to build more realistic\, flexible event budgets.\nIdentify risks that can impact event costs and timelines — and apply basic scenario planning tools to prepare effective contingency strategies.\n\n\n\nMaximizing the Value of Your A/V Budget \nSpeaker: Brian Monahan\, Vice President of Sales and Business Development\, Prestige AV & Creative Services   \nAs audiovisual takes its place among the top three line items in most event budgets\, it deserves more than passive oversight—it calls for active strategy. \nAV is not just a cost to be managed\, but an investment to be leveraged. It sits at the intersection of technology and human connection\, making it one of the most influential elements of the attendee experience. \nThis session peels back the layers of evolving exclusivity arrangements\, padded fees\, and often-overlooked or underestimated costs like load-in supervision and rigging surcharges. You’ll learn practical approaches to evaluate contracts\, negotiate with clarity\, and prioritize production choices that truly drive ROI—without losing sight of the human element your event is built on. \nAnd in some cases\, AV isn’t just an expense—it’s an opportunity. From sponsored content and branded tech touchpoints to repurposed media and on-demand access\, we’ll explore how thoughtful AV planning can unlock new revenue streams and extend the life and reach of your event. \nTopics: \n\n\n\nThe hidden costs of A/V – storage\, security…\nContracting\nROI for Other Items/Attendee Experience and Engagement\n\nLow-cost alternatives – swag\nOther budget considerations?\nUpping production\n\n\n\n\n\nData-Driven Events: Budget Smarter\, Register Faster\, Grow Stronger \nSpeakers: Amilie Parent\, CPA\, President\, Showcare and Lisa Dyson\, CMP\, DES\, Conference Director\, Society for Industrial and Applied Mathematics (SIAM) \nEvent leaders manage more than logistics; they shape strategy\, forecast growth\, and optimize revenue performance. This session explores how registration data can serve as a real-time compass for your event budget\, helping you build momentum and uncover new sources of revenue throughout the registration journey\, across all audience types.  \nDiscover how to pace registrations with intention\, use segmentation to personalize outreach\, and engage drop-off audiences with smart\, timely reactivation strategies. You’ll gain a toolkit for planning events that are not just well-attended but financially and strategically successful. \nWhat You’ll Learn:  \n\n\n\nBuild Smarter Budgets: Use real-time and historical registration patterns to forecast revenue and align budget pacing with audience behavior. \nAccelerate Registration: Design flows and messaging that maintain velocity and encourage early action\, while keeping the experience seamless. \nMaximize Every Touchpoint: Apply growth marketing tactics to retarget abandoned registrations and convert warm interest into meaningful participation. \nTurn Signals Into Strategy: Read the cues behind your numbers to refine your content timing\, pricing structure\, and campaign sequencing.\n\n\n\nMore Taste\, Less Waste: Mastering F&B Planning on a Budget\n \nFood and beverage is one of your biggest line items—let’s make it work harder. This expert panel will share how to leverage seasonal menus\, embrace low-to-no alcohol trends\, and get savvy with ordering and vendor conversations. Learn what to ask\, what to order\, and how to reduce waste while still delivering a memorable  experience.\n \nPanelists: \n\n\n\nAaron Mayo\, VP Group Sales\, Loews Hotels & Co\nAnnette Suriani\, CMP\, CFMP\, DES\, Business Events Strategist\, AMS Meetings Solutions\nCameron Doucette\, Senior Account Executive\, Well Dunn Catering\nDan Rivas\, Director\, Food & Beverage\, Loews Hotels & Co 
URL:https://capital.pcma.org/event/aug25-spark/
LOCATION:Royal Sonesta Washington DC Dupont Circle\, 2121 P Street NW\, Washington\, DC\, 20037\, United States
CATEGORIES:Industry Calendar
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