Event coordinator for aerospace engineering Susan McLaughlin has devised a plan that will save the College of Engineering thousands of dollars.
McLaughlin began looking at the money the college was spending to rent tables and chairs for events after she received an e-mail Dean Jonathan Wickert sent college-wide requesting input on a new budget plan. It didn’t take long for her to realize the current rental process wasn’t cost efficient.
Using data from the engineering online learning office, McLaughlin reviewed the costs of rentals for events held in the Howe Hall Atrium during the 2009 fiscal year. She compared the average cost of renting to the cost of buying tables from the lowest cost vendor with the assumption that the tables would have at least a ten-year lifetime. As McLaughlin had predicted, buying tables would save the college a lot of money in the long run: approximately $100,000 according to her early calculations.
Wickert, who personally read and responded to all the e-mails faculty and staff sent regarding the budget plan, was thrilled when he saw McLaughlin’s plan. “At a time when our budget is under pressure and we are dealing with budget cuts, Sue took initiative and had a great idea that really helps us,” said Wickert.
McLaughlin’s proposal also included a few perks to make the idea go above and beyond. She noted that not only will forgoing rental fees save money, but it also provides an opportunity to bring revenue in to the college. “In adopting this proposal, the college can consider charging outside parties a rental fee to use the equipment,” McLaughlin explained.
Something else for the college to look forward to is more variety in caterer choices. In the past, choosing a catering service was based on which company could bring tables and chairs. Now that the college has its own equipment, it can hire a caterer of choice, making event planning more convenient for event coordinators and potentially lowering costs, too.
McLaughlin’s plan has already been set in motion. The college has purchased 26 round tables, 6 rectangular tables, and 256 chairs along with storage carts. The equipment is being used this summer during orientation events.
McLaughlin’s proposal continues to spark additional budget saving ideas as well. Academic fiscal officer Ellen Reints said the college is also looking into purchasing a wireless microphone sound system instead of paying $50 per day to rent the equipment.
“Sue’s suggestion is a great example of incorporating an individual’s idea for the purpose of increasing efficiencies and generating recurring annual cost savings,” said Reints. “These ideas for sharing resources position the college well for future growth.”