Events are back on the agenda but it’s worth considering that event budgets maybe tighter than they were before, and as a government sector business you will always be conscious of being careful with your money and to create meetings, training and events that are as cost effective as possible.
We’ve put together some hints and tips to help you to create a cost-effective meeting:
Be organised: Ask your venue for a block booking discount
If you hold a regular monthly meeting, some venues will give you a block booking discount if you book them all in one go. In general, the more notice you are able to give your venue the more cost effective your booking can be.
Consider your days
Most events take place mid-week, so many venues are quieter on a Monday or a Friday. Holding your meeting early or later in the week could be far more cost effective for you. If you are looking for a residential conference or training, then consider a Thursday and Friday as these can work out cheaper too because they are traditionally less busy times.
Consider the school holidays
Many companies avoid holding meetings and events in the school holidays, but if your delegates are happy to attend a meeting in these periods then your venue may be able to offer you a reduced rate. Remember that half term dates can change from county to county so if you are near to another county, look at their half terms dates and consider going over the boarder to take advantage of their more costs effective dates whilst still being considerate to your delegates with families.
Consider a DDR
A DDR (day delegate package), or a 24-hour rate if you need accommodation, will offer you a really cost-effective and all-in solution. They offer everything you could need for your delegate, including equipment, meals and unlimited teas and coffees, so you will know your budget in advance and you won’t have to deal with any additional last-minute costs.
Chose a ‘cost effective’ venue
It stands to reason that you will not need to choose a five-star venue for your meetings; a purpose-built conference centre that specialises in meetings will offer you both a professional business focused environment coupled with a cost-effective approach. A dedicated events venue with ample free parking will also make your delegates’ lives easier – and they won’t have to pay for parking either.
Choose a meeting room with equipment built in
Meeting costs can add up surprisingly quickly if you have to add AV and other equipment onto your initial meeting room costs. By choosing a dedicated meetings space with all of the kit built in, you will not only save money but also save the inconvenience and time taken to ensure everything is shipped in on time and working together.
Find a venue with a dedicated event co-ordinator
Working with a venue that has a dedicated event co-ordinator will save you time and money – so look for a venue that specialises in understanding public sector and charity requirements because they will have specialist knowledge to help you to create better and more cost-effective events.
Contact our sales team to find out how we can help you to create a cost-effective meeting this year: firstname.lastname@example.orgGo back to other articles