Top 20 Tips for Cost Effective Conferences

  1. Greater opportunity than ever to negotiate low prices – better than you would obtain yourself – we’ve saved 32% from venue costs this year
  2. Ask your delegates to reduce their own travel costs by car sharing /using public transport
    Car sharing

     

  3. Reduce the scale of AV – do you need a full stage set, or would a screen and a lectern meet your needs?
  4. Don’t waste food. When confirming final numbers, consider ordering 10% less (to allow for delegate no-shows)
  5. Have tap water instead of costly bottle water (this will save on carbon foot print too)
    Tap water rather than expensive bottled water

     

  6. If your meeting has no fixed date, try to hold on a Monday or a Friday or be flexible with dates – better opportunity for negotiation
  7. Plan ahead, try and get your meetings booked in for the year as when the venue gets busy the price can escalate
  8. If you don’t have time to do a site inspection, speak to our team to get our invaluable industry knowledge and intelligence
  9. Use our delegate management system, it’s paperless and delegates data input themselves to save on costly typos 
  10. Let us find you a venue closer to home to reduce on costly delegate transport and fuel charges
  11. Use our Event Management and Venue Finding services together and we’ll give you a discount
  12. Don’t provide hard copy handouts of presentations. It’s expensive and wastes paper. Instead, upload them to the event website after the conference. This also acts as a post event touchpoint for delegates.
  13. Ask your delegates if they would share a twin room
    Standard twin room at the Guoman Cumberland Hotel London

     

  14. Consider creative food and beverage ideas and reduce lunch options… working lunches are often preferable
  15. If we run your event we’ll do your Event’s risk assessment to prevent costly incidents
  16. Simplify lunch or dinner menus - consider a stand-up reception with canapes rather than a full menu
    Vodka marinated seabass with fennel and shallot salad

     

  17. Let us make the time consuming phone calls so you don’t have to…
  18. It’s not just hotels on our database, consider an academic or residential conference centre – often cheaper than a hotel.
  19. Use our FREE venue finding service – save time trawling through the internet , we do ALL the hard work and know all the best places – costs you NOTHING!
  20. Consider an exhibition and or sponsorship!

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