There is an old saying – “You don’t know won’t hurt you” – which can be applied to cut conference fees. Focus your cost cuts on changes that attendees won’t even notice.
Here are 10 cost strategies:
- Further booking
Whenever possible, please book as much as possible. If you book three months before a meeting, two-thirds of hotels in many city destinations will not be available. Those that do charge premiums, or only provide you with a model that arrives on Sunday.
- Stay casual
Recreational local venues will cost you more than formal venues, and attendees will not have to dress up. Choose a live music venue or manufacturer space, not only does attendees have real experience, but your event will support the community.
- Merge your suppliers
If possible, select the same company to serve all your activities. For example, many destination management companies (DMCs) and audiovisual companies (AVs) companies have national operations. This opens the door for you to take advantage of overall spending and get better deals.
- Build in free time
Nothing is more valuable than their time. Instead of crowding up schedules, replace one or more group activities with free time and then lower your costs.
- Rethink cocktails
Many attendees do not drink these days and people expect a full bar. For most events, beer and wine are perfectly acceptable. To strengthen the bet, please contact the hotel with a partner of a local brewery or brewery to hold a tasting.
- Give up shuttle
It is second nature for most travelers to use Uber to get where they are moving forward, so why not ask them to do this for your event? Provide discount codes or vouchers in advance and find sponsors to pay for the fee where possible.
- Stay flexible with dates
Dating changes can save you thousands of dollars in just one week.
Always start with asking about the hotel’s shoulder season, but also consider using cold weather destinations in winter or hot weather destinations in summer.
- Reduce your dining size
With the trend of healthy eating, there is no need to serve the oversized portion. Work with your dining-in to reduce the size of everything, from appetizers to desserts to cups and plates. Try creative demonstrations, such as providing Ahi Tuna with a miniature ice cream cone or a Mexican gazebo in a shot mirror.
- Create creativity with decoration
A overlook to the wall can add drama to the reception for very little cost. Ask the hotel for its existing furniture or decoration; there are usually sofas or soft seats available instead of renting a house. Use succulents instead of cut flowers.
- Skip printing
More and more participants are increasingly aware of the environmental costs of printing. Menu can be replaced with QR codes, agendas can be posted online, and a single seat map at the entrance can be replaced with a room full of table cards.
They will never even notice it.
