While more and more organizations realize the impact of the declining economy on their workforce, they continue to recognize the need to bring employees together to grow the company or learn new skills. That means meeting and event planners are being asked to do even more with less.

Scour the Internet or trade publications, and you'll find tons of information on how to scale back in order to cut costs on your business meetings and events. In fact, at MeetingsNet.com, there are at least a dozen articles with a laundry list of ideas on how you can specifically trim the fat.

However, no matter what else you do, there are three basic things you should consider when planning a meeting or event in order to save yourself (and your employer) money:

1. Establish a budget upfront.

By determining your limits early on in the process for every item you'll need - from transportation and a facility, to catering and entertainment - you create a framework for your ideas and plans. Yes, you may want Beyonce to perform live; however, you may just have to hire the local D.J. to spin the tunes.

The idea behind establishing a budget is that by placing limits on how much you'll spend, you're already ahead of the game. Why? Because, now, everything else will fall in line according to what you can and can't afford. That just may mean that you plan your meeting or event for the offseason and hire local, temporary help, instead of flying in your own crew and paying overtime.

2. Learn to negotiate effectively.

When you're planning a large meeting or event, there are a lot of components that go into what will make it successful. So, there's a lot of room for negotiation. For instance, if you need a supplier, check out all the competitors and determine who can and will give you the best price for your business.

If you're planning a meeting or event out of town, be sure to talk to several hotels in the area to determine banquet-room availability and the best room rates. Or, if your company routinely makes travel arrangements with a particular hotel chain, now is the time to get the best deal. You might even be able to negotiate for perks, such as free telephone, business services and continental breakfasts, or have your meals onsite to throw more business their way at a reduced rate.

3. Eliminate the unnecessary.

You're thinking about all of the things you want to make your meeting successful, but do you really need them? You may want a cocktail party; however, perhaps another type of meet-and-greet would better serve you. Eliminate the alcohol, and you save a big part of your budget.

If there will be presentations at your meeting or event, hotels can offer you the services of their technology for a fee. Eliminate this cost by bringing your own, especially if you're conducting your meeting or event locally. As you're planning a great meal for your attendees, consider how many will actually eat the after-dinner dessert. Is there a less-expensive alternative, or can you eliminate it altogether?

Successful Planning

As you work through your budget and identify every angle that you need to cover to make it successful, take the time to consider if each thing you propose is absolutely necessary. Perhaps there's a better way or something you can substitute.

The whole idea is to keep in mind your budget, learn how to negotiate the best deals, and know when it's time to do without. That's the best way to reign in the expenses on your business meeting or event.