We have assembled these
top 20 tips to reduce
corporate event costs!

1

Venue costs can absorb a large chunk of your budget. If working with a hotel, meeting rooms are sometimes complimentary with a certain number of rooms. Room rates are usually discounted and everyone wins, the hotel is full and your budget is saved.

Some restaurants and bars will offer a room or section off an area for small events. Check around to see if any are available. You can also negotiate and barter to reduce venue costs. If all else fails, consider holding the event at the office.

2
Plan your event during a slow month. The holidays are a busy time for most venues, but things slow down after the first of the year. Venues will sometimes offer discounts to bring in business during this period. You may have to ask for those discounts to get them though.

3

Schedule your events so rooms and meals aren't required. This saves you on catering and lodging.

 

4
Host a breakfast or lunch event. The catering expense will be less than providing dinners.

5
Find out what events are being held at the venue before you arrive. Check who their vendors are and see if they would be willing to split costs to save funds for both of you.

6
Arrange your event around another event. If your guests will be attending a larger function, try to piggy-back on it. You can sometimes arrange a reduced fee space at the venue. Plus your attendees will already be there!

7
Have a local event to reduce the time and expense of traveling.

8
Reuse signs and supplies. Planning ahead can save on the printing costs of banners and signs.

9
If you already have audio and video equipment, use it rather then renting from the event venue. Don't have the equipment? Check around to see if your corporate entertainers, guests or another department may. If you use the equipment often, it pays to invest and purchase your own.

10
Save on decorations and settings. People won't remember the flowers or balloons a year from the event. If the budget is tight, find cost effective solutions or reuse centerpieces from a different event.

11
Use a previous event outline and fill in the spaces with something new. This saves money on the time spent planning the function.

12
Consider hosting a virtual event. Check to see if your event goals could be met using on-line meeting tools.

13
Use social media to promote your event. This will save on advertising and promotion.

14
Merge your event schedule. Hosting several small events consumes budget and planning time. Is there a way to create a theme that would encompass all the different event goals? You can still break the meetings down to a focus area. Combining the events will save on venue space, catering and other event expenses.

15
Invite your guests to cook. Having attendees provide the meal gives them a chance to impress others and saves your budget.

16
Email event materials in advance. This saves you on both printing and postage.

17
Find volunteers to handle registration and other positions, saving your staff budget.

18
Chances are someone you know is, or has a friend who is an amateur photographer. This can save you on hiring a professional photographer for the event.

19
Focus on content. Remove the extras from your event schedule. This benefits your guests by respecting their time and allows you to schedule the venue for a shorter rental.

20
Examine your guest list. Does everyone need to be there? Cutting the list is a tough decision, but it will definitely help save a tight budget.

When planning corporate entertainment to relax and put your guests in a positive mood, contact our office. We provide a free entertainment consultation to determine your event needs. Our goal is to help you find the perfect solution for your event entertainment needs.