When planning a conference, there are several essential elements to consider, such as hiring a venue, ensuring you have the right resources and equipment, and providing your attendees with refreshments.
If you or your company frequently host meetings, you’ll know all too well that these costs can add up. That’s why TMC Click Travel has provided us with 7 ways to reduce your conference spend...
- Consider whether booking a venue space is essential
Booking a venue space is not always a necessity. Some trips can be avoided altogether and replaced by a video conference or a WebEx meeting. However, if you would rather meet a client in person, consider whether there is an internal meeting space that you could borrow within the office. If it’s a small or casual meeting, or a one-to-one, consider meeting over a coffee in a cafe, or in the hotel bar across the street.
- Be flexible
If you are booking a venue, try to be flexible on the date and location of the meeting, and you will be likely to find lower rates. Generally Mondays and Fridays are cheaper as there is less of a demand on those days. The summer months of July and August are also more affordable since many people book their holidays during that time.
- Corporate rates
The more you book with one venue, the more you save. Thus if you or your company have any other meetings coming up in the near future, it’s worth booking multiple meetings within the same hotel or hotel chain. Contact the venue to see if they can offer you a corporate rate.
- Don’t be afraid to try a new venue
In terms of location, think about hosting a meeting somewhere other than the city centre. You can get cheaper rates if you are willing to travel a little further from the centre. Some venues will also offer discounted rates for first time bookings.
- Book ASAP
Once you have secured a meeting and a date, book the venue as soon as possible. As with most things, the earlier you book, the better the rate.
- Look into conference packages
When researching your venue, have a look at their conference packages, and see what the best deal is for your money. Rather than just booking a conference room, try and get the best value with added extras. A day delegate rate often includes free wifi, meeting equipment such as LCD projectors and flipchart and pens, as well as refreshments and a lunch buffet.
- Negotiate
Negotiation is key. Make a list of priorities, from the absolute essentials to the things that would be a nice added extra, and don’t rush into a decision without making sure that you’re getting everything you need from that venue. The more often you book a venue, the more you can negotiate and receive discounts or complimentary items; you should be considered a valued customer and your loyalty should be rewarded. Top tip: when enquiring into a venue, it’s worth mentioning that you are looking into other suppliers too - there’s nothing like a bit of competition to drive down prices!
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