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10 Cost Saving Tips for Conference Planners

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Conference events are fun to plan which includes brainstorming ideas, creativity, deciding venues, budgets and much more for an event management company. While planning for a conference with this excitement we get a lot of ideas which can cost a lot of money and exceed our budget. So here are some costs saving tips which can be considered for conference planning.

Shop Around for a Venue: Do not rush into doing things fast. Event managers always take their time looking for the right venue. Look at local venues first as that will save you money on travel. Don’t select the nicest hotel in town. You may be amazed at what some of the smaller-name spaces can offer. Look at a variety of spaces, not just hotels.

Off-Season Times: Whenever you schedule your conference find out the dates for off-season costing. Off-season prices will be much less expensive than peak times. It will be easy for you to save your venue and your attendees will be able to save on their lodging and dining.

Negotiate: Do not agree with the first number they ask you. The venue wants you just as much as you want them. Take the time to negotiate prices and come up with the finest number that is both reasonable for you and for them.

Sponsors and Partnerships: Find sponsors who will help to fund your conference. In exchange for their sponsorship, you can put their name and logos for the marketing purpose of your print materials, e-mails, and social platforms. Build partnerships with your vendors, the hotel, the caterers, etc. Offer to promote them on your marketing materials in exchange for a deducted rate.

Use Social Media to Market: Advertise your event months in advance using social media platforms such as Facebook, Twitter, LinkedIn, and/or Google+. Social platforms are organic and have the ability to reach hundreds of thousands of potential attendees.

Go Green: Gone are the days when we give attendees a huge folder full of paper. Let them know where on your website they can find the slides to the presentation or the bios of the presenters by providing them the links. Give them clear guidelines on where to get the information or should they want to print it out. This will help to save your money on printing and paper.

Save on Centerpieces: There is no need to buy excessive floral arrangements or decorative centerpieces.  You can create centerpieces using promotional objects such as coffee mugs with your logo or fill the vases up with stress balls that have your logo on them. Inspire attendees to take home the centerpieces and continue to endorse your brand.

Know Your Numbers: When it comes to planning about catering services, make sure you know exactly how many people are attending your conference. When ordering food order less than what you need. There will predictably be some attendees who don’t eat or will eat someplace else. Be sure you have enough coffee and find out if the venue charges by the cup or the carafe.

We are from Radiance Vision. If you wantyour conference event to be successful then do contact us.

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