ADVICE
Low cost, high class events
REDUCED
Cheap doesn’t
have to mean tacky
Organising a high class event on a
low end budget is possible, says Daniel
Le Grange, Group conference and events
manager at Better Venues
P
lanning a high
class corporate
event at a
reasonable
price can be a
challenge. There are several
ways you can budget an
event whilst keeping it
sophisticated. Planning
ahead is the most important
part of planning a corporate
event on a budget. The
earlier you start, the more
options you’ll get to choose
from. This gives you time
to get creative and find the
best prices. Form a planning
committee to work out
the necessary nooks and
crannies. There are plenty
of ways to keep to your
budget, so don’t be tempted
to change it. Here are my
top tips for producing
the perfect event without
blowing the budget:
LOCATION, LOCATION,
LOCATION
Try various venues before
choosing too quickly,
and be sure to negotiate
the package deals. With
plenty of time, finding
the best venue for your
event can make or break
costs. Many locations are
flexible, and will cater to
your needs, so give them a
chance, especially if they
offer a great price. Finding
second-tier cities near a
metropolitan area can lower
venue costs drastically.
CONFERENCE LENGTH
Discounts for events that
are only half-a-day or for
an extended period of time,
may very well be available
at the venue. Afternoon
reservations are usually less
expensive than evenings,
so keep this in mind when
choosing your venue.
During an afternoon event,
guests are inclined to drink
and eat less food, saving you
more money. You can also
check on reserving space
by the hour. This way you
won’t have to pay for the
time you are not using
the venue.
CATERING
Food tends to take up a large
segment of the budget, but
there are options to reduce
this. If venue catering is too
expensive, it never hurts to
ask what alternatives will
be less costly with the same
quality food. Try reducing
the menu from full entrees
to hors d’oeuvres, or light
snacks, like tea and crackers
- particularly if it is held
in the afternoon. A list of
the number of venue and
catering specialists who will
be assisting the event can
eliminate stress and further
guarantee the right amount
of help will be needed.
If you
provide free
drinks, check
if the venue
has a ‘sale
or return’
policy. This
means they
can return
unused
drinks and
pass the
credit to you
DRINKS
Alcohol can be another
huge cost. Cash bars are
an economical option.
Paying for alcohol based on
consumption, rather than
an open bar, will ensure you
will not be paying for drinks
that are not consumed. If you
want to provide free drinks,
check if the venue has a ‘sale
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