Top Seven Budget Tactics That Can Save Your Event
SEVEN: Food & Beverage
Work with the Chef to serve lunch portions at dinner.
Order beverages on consumption vs. per person fee.
Replate breakfast items for morning breaks.
Double your dessert – put half out at lunch and half at the break.
Beware: Hosted FULL open bars are a budget killer.
Share the budget with the venue (vendor) while negotiating the contract. It’s easier for them to work within your parameters if they are informed and prepared.
Anything is possible pre-contract.
Each party has its own best interests at heart; however, if you create an ally you both win.
FIVE: Going Green
Remove water bottles or offer reusable.
Use water stations. You can even do fruit-infused.
Use print on demand kiosks vs. full service printing (when the job fits).
Use electronic evaluations vs. pen and paper.
Recycle lanyards and badge holders.
Email speaker materials post-event vs. handouts.
Prepare and enable PDFs loaded onto iPads for attendees.
FOUR: Quality Staff
Spend the money on staff. You will see better year-over-year attendance.
Happy attendees are repeat attendees. They will also do the marketing for YOU.
Anchor the event with Greeters.
Empower your on-site team.
Use students in hospitality programs.
THREE: The Details
Seeing the big picture is important. Lighting goes a long way in a budget and delivers a WOW factor.
If you cut corners to save money the attendee WILL NOTICE.
Be subtle. Remember that $2 per person savings x 500 people over three days adds up. And no one will notice whole vs. sliced fruit.
For any event over 3 days, ask for show rates vs. daily rental rates.
Purchase your on-site office supplies (also consider printers or TV monitors) for breakout sessions.
Reuse your audiovisual equipment.
Optimize with your production setups. Meet and eat in the same space, reuse setups when it works.
ONE: Most Important!
Know your event goals and objectives.
Know your top concessions.
Everything is negotiable.
Make the people who spend the money happy. This includes exhibitors, sponsors and attendees.
Do not be afraid to ask for EVERYTHING on your wishlist!