Planning a corporate event and need to find some creative ways to save money?
Here are some straightforward, creative ways to reduce costs while still producing a successful event for your team.
1. Blend In Person and Virtual
Why not have some of your important attendees join virtually? It saves on travel costs and with the right configuration, remote participants can deliver an excellent impact on the big screen. This approach also allows you to invite people who you typically could not afford if they had to fly in.
Pro Tip: the majority of meetings has a remote element so your AV Production Partner knows exactly how to handle this. Preplanning remote presenters can lock in your AV budget.
2. Collaborate: Find another company or sponsor that fits well with your event.
You can share the costs, and you can also come up with more creative ways to integrate the sponsor's products into your experience. Logos spread around the event is one level of sponsorship but if you think deeply on what products may contribute to the attendee experience, you may be able to create even more value for your audience and your sponsors.
Pro Tip: when hosting in a public venue, find out what events are scheduled before and after yours. You may be able to share the setup costs including decor and AV and even get a deal from catering.
3. Stay Local: Instead of bringing in big names from far away, look around.
Local speakers or musicians can be just as engaging and much less expensive. Local venues are of course also more cost effective than traveling. Maybe there is a local venue that you have not thought of yet for your event that may be a surprisingly good fit. Think out of the box on where you host your event.
4. Let the Crowd Shine: Why not let your attendees contribute?
Workshops or open mic sessions can fill your event with content without the cost of hiring pros. Spend some time thinking about how you can get your crowd involved with the event. This can also fill in time in a unique way and break fatigue from listening to presentations.
5. Think Green: Go digital with invites and programs.
Not only is it cheaper, but it's also better for the planet. You can also avoid costs on printing signage if you use technology to display key messaging and content throughout the event.
6. Timing is Everything
Think about having your event during quiet seasons when it's not so busy. Venues might be cheaper, and you could get better deals on services too. Your attendees may also be more likely to be available which can help attendance.
Pro Tip: don’t just look for the best deal at the venue. Talk to your AV Production Partner and other providers and craft the best package.
7. One Space, Many Uses
Pick a spot that can change from a meeting room to a party space without needing a whole new setup. It saves time and money. With technology, lighting and sound, you can really transform the ambiance of a space with little effort or investment.
By using these tips, you're not just saving money; you're also making your event stand out. Remember, the best events aren't always the ones with the biggest budgets, but the ones where you feel the creativity and care put into every detail. Good luck planning your next event!
