Whether you’re planning an event for a non-profit organization or a small business, you don’t have to feel constrained by your meeting budget. Meetingpages knows more than a trick or two about how to be resourceful to save big on a small meeting budget. Below we provide 5 ways to save on meeting expenses:
As meeting planners, we often have an idea that we don’t have the budget for. Start by asking yourself, “is this necessary?” Would a more affordable option really affect the attendee’s overall meeting experience? For example, if you want to serve steak but don’t have the budget, you could alternatively offer a beef option on a small plate at one of three or four serving stations that would not only satisfy your idea but with a format that now encourages networking. Or could you save money by paring the menu down to one exciting item, instead of providing the whole gamut of everything they want.
The time you choose indicates the type of meal served. By shifting your meeting to a reception format and not scheduling it over a primary mealtime, you will have more flexibility with how much food you need to satisfy your attendees. You can still offer food stations in this format but have more flexibility to offer lighter/less expensive options, such as mini crudites or salads. Food stations also offer the flexibility to satisfy attendees easily with dietary restrictions. Choosing a non-mealtime or early lunchtime will also eliminate the need to offer alcohol to your attendees, that will also help with your budget.
Why light everything? For example, if you have an ugly hallway, it’s less expensive to turn the lights off and add décor lighting instead. While you may want draping, a more economical solution is to shift focus to those areas to create décor solutions. Get creative whenever you can with seasonal items and do it yourself with committee volunteers if possible. Try and use things that will last and be re-usable or if your event requires “give aways” double purpose your seasonal centerpieces as a giveaway to the person who is lucky enough to have the sticker under their chair. Another way to save in this area and practice sustainability is to ask the venue in advance if the meeting prior to yours has a similar theme and if may reuse or repurpose the décor for your meeting.
Don’t have a budget for draping? Re-direct your attendee’s focus and shift attention in other ways using lighting, AV, or event set up to ensure a great experience. Similarly, audio visuals can provide nearly everything you would need printed with state-of-the-art projected graphics of your sponsors and more. Need printed signage? It’s important to study your organization or business’s future and be strategic with that foresight. For example, use a registration sign for your current event and five others scheduled in the future.
The best advice for cost-effectively working with a venue is to build partnerships and relationships with the people running them. Let them know your budget and your goals and they’ll likely offer creative solutions to your challenges, as well as help you reach your goals. For example, does your meeting take place on a weekend? Or could you move it up to a weekday or weeknight? Know you will be hosting a December Holiday Party this year? Book early so you can not only ensure you will have the date you want but also typically get a better cost savings on the venue.
Creator of digital platform meetingpages complete event planning directory and resource delivering leads and national, regional and local exposure for event venues, suppliers and destinations in MN, WI, IA & CO markets. In her free time, this 19 year industry veteran enjoys dance, group fitness, and training her young golden retriever dog in competition obedience and confirmation.
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