Here are some ways that you can save a few bucks when it comes to planning your events, without majorly impacting the quality of the experience.
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Hey! Xander here with EventMB. In this video, we’re going to talk about How Event Planner’s Stretch Their Dollars.
As event planners, we control the cash. Knowing the difference between cost and value is an expert skill in itself. Our clients are constantly asking us to trim our budgets while asking to bring them bigger and better ideas.
Ditch the Print
You seriously need to consider getting rid of those printed handouts. No attendee wants to carry around yet another piece of paper and more likely, it’s just ending up in the trash.
Not only are you paying for the printed program that you have to put together, but you’re having to pay for someone to design it as well. Channel that money into a multifunctional app to capture data about both your attendees and your sponsors. Check out EventMB’s free report - the Event App Bible.
2. Negotiate
In the event industry it never hurts to try and negotiate with your vendors.
Many vendors like hotels and catering services are going to be willing to negotiate on total costs, or quantities, or food selections. They might not be willing to decrease their price, but maybe they will be willing to throw in a few extras.
3. Don’t Settle for In-house
Most venues and hotels are going to be offering some in-house services for your meetings and events. Sometimes these are great, and make it a lot easier with like furniture and power drops. But sometimes, those companies are working with outside companies and marking up their prices.
Be sure to get bids from a few AV and catering vendors. You may find that the prices that you’re going to pay are going to be less, even if there is an external vendor fee.
4. Play the Field
Don’t be afraid to shop around for the best price. Compare bids from different vendors, and then choosing the one that is going to meet your expectations both in terms of quality and in terms of price.
5. Know Your Needs
Every event has some core needs. You have to have a place to run the event, you need people to fill the room, you probably are going to need to feed those people, and you have a message that you’re trying to share with them, or else, why would you be gathering them?
But are those tshirts essential? Trim the fat first when you are looking at your budget. Know what your event needs - trim what it doesn’t.
Event planners are the gatekeepers of money coming in and out of our events. It is our responsibility to know how to crack the budget and to be able to maximize the money that is available, in order to make the greatest impact on our events. By using a few of these tips, you’re going to find a way to stretch your dollars and make them go further.
Leave a comment below and let us know what you’re doing to save a couple bucks.
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