Cost-saving Tips for Conference & Event Planners

Need to organize a conference or event on a shoestring budget? Not to worry. There are many ways to cut your planning costs without compromising the outcome of your event. We offer some cost-saving tips below that you can integrate into your plans right now.

LOCATION, LOCATION, LOCATION

• Plan receptions in venues that are within walking distance from hotels and convention centers, to cut back on transportation costs.
• Get the most out of your rented space: 3 adjacent rooms can be used for concurrent sessions if you use wall divisions, but they can also be transformed into a plenary room once walls are removed. All you need is some careful planning in terms of AV layout and room set-up, as well as some breaks in between sessions to allow staff to open/close the walls.

WHO SAID GOING GREEN HAD TO BE EXPENSIVE?

• Still producing delegate bags? Well, you can toss them away. Delegate bag production can be a significant investment for a conference, not to mention an impact on the environment.
• Opt to go green all the way – for the planet and your money, and adopt a mobile app instead. With everything contained within this wonderful, portable tool, you omit the need for books, papers, and any vital conference information. Moreover, your participants can enjoy other perks, such as access to social media, the ability to take notes during sessions, and to build their own personal schedules.

 OTHER THINGS TO CONSIDER:

• For your event website, consider using WordPress. This user-friendly CMS is easy to learn, and best of all, free. All you need are a domain name for your event, and voilà!
• Use the services of a professional conference organizing company: While this could represent an initial layout of money, hiring professionals can also, ironically, save you money in the end. Rather than tackling jobs that are not within your expertise, hand them over to someone who knows what they are doing, so you can stay focused on the things you do well – you’ll be grateful for the time gained and the fewer headaches.
• As often as possible, use volunteers instead of paid staff: Volunteers can be great for social media feeding, session reporting (Twitter) and to fill various staff needs on-site.