How to save on traditionally expensive event & meeting must haves
Let’s admit it – events are expensive. Venues, meals, event apps, talent and speakers, activities, the list goes on and on.
The list of what expenses and expectations every event professional must remember when it comes to it continues to add up, the sum total continues to calculate, and event professionals around the world are beginning to question if there’s any way possible to reduce costs when it comes to planning their next event, meeting or conference.
Recently, we met with a group of some of the event tech industry’s most respected CMP’s, event managers and professionals – all with one goal in mind:
How can event professionals save on traditionally expensive must haves?
Regardless of the size of your event there are pros and cons for different venue destinations. However, keeping your venue in a metropolitan area can mean flights for your attendees to and from airports that include major hubs of airlines – which equates to cheaper air travel.
Major metropolitan areas can also translate to easier access to travel once your attendees arrive the destination of your meeting or event. Whether that means easier access to public transportation such as light rail or bus systems. Or if it’s merely having easier access to cab rides or uber – metropolitan cities can help save not only your event budget but your attendees (thus increase your event attendee’s willingness to spend in other ways.
When choosing where to plan your next event – whether it’s a large trade show with attendee expectation of over 50,000 or it’s a smaller boutique meeting – venue sourcing and opportunities can be actually be a great way in how event professionals reduce their over all event budgets.
If event professionals are willing to work with venues on specifics such as length of need (does your event REALLY need to be 4 days, or can it be 3 days?), or if event professionals can be more flexible about when events are held, such as March vs a hard date in April – venues may be more willing to work within event professionals budgets.
3. Entertainment / Speakers
One idea is to search artist and speakers that live in the area of your event and try to contact them directly rather than through an agency. Hiring local talent at least cuts down on travel cost but some will discount their fee because it’s taking less time out of their schedule.
Another option if you host several events within a year or two that have different attendees is to contract to book the talent for multiple events at a lesser rate.
Lunches – Hotel food is expensive! One thing I typically do is order al la carte vs. their preset menu options. A lot of times they add so many items to a buffet that it’s just too much for lunch time, attendees would be sleeping the 2nd half of the day! When you order your items a la carte you cut of the extras and a lot of times you cut the price as well.
Typically, the least expensive option on hotel menus are box lunch, which are normally a sandwich, chips, pasta or potato salad, and a cookie all packaged in a box. You can always order it deconstructed so that it’s laid out like a nice buffet rather than a grab and go boxes. Therefore, allowing you to get the cheaper lunch option presented in a way that best suites your group.
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Source : www.meetingplay.com
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