Things are expensive. You pay for venues to host the event, food, equipment, speakers, and advertising. The list goes on. But what if I told you that 30% of our clients save on event spending and still have quality and effect? Sounds amazing, right? It’s not magic, however—just a plan. Let me explain how it works.
1. The early bird gets the best deals.
One of the most common errors event planners commit. Last-minute booking of vendors. The earlier you reserve your venue, catering, and suppliers, the better for your wallet. Some of our clients save a tremendous amount of money simply by getting contracts months in advance when vendors still have plenty of availability—and are more receptive to negotiation.
2. Negotiation is an Art (And We’ve Mastered It!)
You will not get what you did not ask for. When negotiating with vendors, we always try to get better prices, extra services, and bulk deals. Do you want free Wi-Fi at the event? A discount on bulk orders of food? Believe us, there’s always space for a better offer if you know how to ask.
3. Intelligent Venue Choice
A five-star hotel ballroom might sound extravagant, but do you require it? We help clients determine venues that fit their budgets and needs—like co-working spaces, or even public spaces that provide flexibility at a fraction of the price. Some of our best events were not hosted at the most expensive locations but were creative, well-executed, and lively!
4. Tech is Your Budget’s Best Friend
Why print many brochures when a QR code can direct visitors to a virtual program? Why spend money on expensive stage designs when LED screens can offer any background you want? We leverage affordable technology to save money while improving the event experience.
5. Strategic Sponsorships
The right sponsorships will cover a lot of your event expenses. Many of our clients save a great deal by identifying sponsors who need to expose their brands to the correct audience. From sponsored lanyards to branded networking lounges, there are numerous cost-saving ways to make the event more
enjoyable for attendees.
6. Revise Catering
Food and drinks can account for a great deal of the budget. But do you necessarily need an upscale meal on plates? Numerous clients save money by using food stations, buffets, or even local vendors instead of expensive caterers. The outcome? Good food, cheerful guests, and a cheerful budget.
7. DIY Where It Makes Sense
Creativity can be your cost-saver at times. Do you need a photo wall? Instead of shelling out cash for an expensive background, some of our clients have used string lights, printed banners, or even leftover decorations from other events. Little DIY hacks can be huge money savers!
8. Hybrid and Online Events = Reduced Costs, Greater Reach
Rather than inviting speakers to travel, why not have them speak online? Hybrid events are extremely useful—they reduce travel and hotel expenses while allowing more individuals to participate from a distance. It saves money and involves everyone.
9. Post-Event Budget Review (For Future Savings!)
At the end of every event, we meet with our clients and go over the budget. What worked? What could have cost less? What was unnecessary? These experiences help us to do better at the next event and keep on saving.
The primary contention
Saving 30% on event or conference expenses doesn’t make you cheap—it makes you a smart planner. With planning, negotiation, and creativity, you can have a wonderful conference and remain within budget. Ready to organize your next budget-friendly event? Let’s talk—we’ll teach you how!
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If you are serious about making great savings for your events and conferences. You can message us on our website or Facebook accounts.