Review meeting, event, and food expenses

  • Scale/frequency of meetings and events:
    • Units should review their full schedule of regular meetings and events—including things like holiday parties, graduation receptions, and beginning-of-semester parties—and consider all means of reducing associated costs (less expensive venues, food, drink, etc.) or, if appropriate, eliminating individual events altogether. For larger-scale special events, Carrie Stavrakos in SAS External Affairs can offer general advice or review vendor cost estimates to advise if they are reasonable.
  • Food:
    • Restaurant meals
      • Please be mindful of cost when selecting a restaurant in the first place. When entertaining outside guests, consider limiting the number of departmental participants at such meals.
    • Catering
      • Consider whether catering is actually required for a meeting or event. Does breakfast have to be provided at morning gatherings? Are there noontime sessions where lunch is provided that could be brown-bag instead?
      • Can catering costs be reduced? Food choices less elaborate? Less expensive caterers hired? Alcohol eliminated? A list of University-approved caterers appears at http://www.purchasing.upenn.edu/buyinfo/suppliers/caterers.php. Carrie Stavrakos in SAS External Affairs can offer general advice on catering or review estimates from caterers for larger events to advise if they are reasonable.
  • Daily Pennsylvanian advertising
    • When advertising events in the DP, please consider
      • Is such advertising necessary at all? Are there more effective ways of communicating about the event (e.g., email, web, posted flyers)?
      • If you decide advertising is needed, you may be able to save as much as 20% off the basic DP rate by working with SAS External Affairs design staff to place your ad. Please contact Loraine Boehmcke for further information.