Reducing Your Corporate Event Budget – Part Three
Today, we share our last three tips on ways to reduce corporate event costs for your next company function. We’ve already shared tips on setting your goals to guide decisions, planning the timing and location of your function, ways to save on catering, yet provide great food and how to reduce your corporate entertainment budget and still get excellent value from your entertainment. If you missed those posts, just check them out starting here.
Now on to the good stuff; each of them worthy of serious consideration!
Technical A/V:
For any event to be a success, your speakers and entertainment must look and sound fantastic. Settling for a cheap sound system is not always advised. Still, there are some excellent ways to save on the costs of A/V.
You can sometimes save money by hiring an outside source for your audio-video needs. In house AV is usually priced at a premium because of a contract clause that tries to restrict you to their use. You can request they remove the “must use house AV” clause before you sign the contract.
As you plan your event, work with your A/V production manager on designing the right sized AV system(s). Explain budget, your vision of the program, your venue set up, provide room layouts and give him or her the number of people you expect. They can get a sound (and if needed, video) system that will be clear for the room.
Make sure to forward all technical requirements from your speakers and entertainers. Don’t hesitate to ask them to contact your A/V manager if there are any questions. Often, microphones can be shared, or set up can be adapted to make better use of equipment. This helps you avoid having to rent more than you need.
Design And Décor:
You can save money on your linens and décor, but don't let your event look “homemade”. If you do try to create and bring your own centerpieces, you can usually find deals online or in the event’s local area. Use a candle package to make small floral arrangements look larger. You may be able to find creative ways to re-use centerpieces for multi-day events. Try utilizing hotel linens and less expensive place settings.
Instead of commissioning a major décor piece, you could order a custom “gobo” of your company’s logo and use a light to project it on the wall or stage curtain. These are not only less expensive than a banner, but add to the ambience of the event. Your A/V company can provide the light, so all you need do is walk in with the “gobo” disk. (For more information on custom Gobos search Google!)
Another method of adding impressive ambience to a room without adding expensive decoration is up lighting. Talk to your A/V manager about that option too, you’ll find that creates an incredible atmosphere. Adding it to your A/V package is reasonable for the effect it creates.
Marketing:
Marketing is the key that gives your event the visibility that it needs to succeed. A successful marketing campaign keeps your event “hot” and on people’s radar. If you don't have attendees, you have no event.
If you have a contact list, it makes connecting with your guests or attendees easier. Buzz can be created through web site updates, e-mails, releasing video of your speakers or entertainment, and social media. Consider social media contests to help spread the word. These can be inexpensive, generate interest and because of the viral nature of on-line advertising, often free.
Finally:
Improvisation is necessary when reducing the costs of an event. It is essential to restructure and use your judgment on which elements help you meet your goals. Make partners of your vendors so they share your goals and objectives. Be upfront about your budget and ask them for money-saving ideas that will still wow your attendees. You are more than a single event, so build relationships and enjoy the opportunities they offer.
As always, we wish you a successful corporate event!
For more information on corporate event entertainment that can highlight your event, contact our office today for a free, no-obligation corporate event consultation!
