6 Money saving tips for Corporate-event planners

It is fun and exciting to plan corporate events for creative event planners. The enjoyment in planning out the details for the event declines when the budget does not meet the vision of the event.

Get White Massif’s stories in your inbox

Join Medium for free to get updates from this writer.

Remember me for faster sign in

Here are some money-saving tips for corporate event planners:

1. Fix and be aware of your event budget
   Prior to planning your corporate event, set your budget to get a clear idea of how much you can spend on each event requirements. Split your budget according to each item like entertainment, catering, guest speakers, decorations, venue and other essentials. No sense spending your time and effort putting together ideas and potential venues that you cannot afford. Having full awareness regarding budget will help you know the limits
2. Don’t overlook the hidden costs
   Make sure to include all the hidden costs like registration services, transport charges, costs for print-outs and banners and promotional costs as well. Get your team to brainstorm every aspect of your event and fix a certain cost for each item listed.
3. Be in-line with the budget
   Lower your expectation of creating a huge event with a low event budget. Accept the budget you have. Instead of getting frustrated by the lack of resources, get creative. Think of creative ways to make the event more appealing and engaging. Brainstorm ideas to make a memorable corporate event with limited cash.
4. Negotiate Your Venue early
   It is better to be flexible when negotiating with a venue. Consider a few potential venues for your corporate event and enquire it has any openings during that time frame. As soon as you close the deal of your event, you must try to negotiate on the venue rates. In addition, if there are several other venues in the area that fit your client’s requirements, use this to your advantage.
5. Go for Buffet Meals
   If your event needs to serve food, either dinner or lunch, it is advised to go for buffet-style meals when compared to a sit-down meals. Buffets not only eliminate the cost of waiters and table service, but you can also reduce the money spent on the food itself. Also, reduce the space for sitting to encourage your audience to the network. You can choose to serve starters like finger foods that are served in small plates.
6. Arrange Guest Speakers as early as possible
   Book guest speakers at the earliest for the best rates. As you get closer to the event, ticket price and the guest charges can be way higher than expected.

Assign your team to research on the availability of guest speakers in your area during the dates. It will reduce the rate and also, you can save on the transportation and accommodation costs.