Conference Budget Saving Tips

Posted by Joni Rose Jan 31, 2008

Saving on Venue Rentals

One of the easiest ways to reduce the cost of a conference is to choose a location that will save money. Look for a city that is central for all the travellers coming to the conference. If the location has a large airport that is a hub for connecting flights, you’ll save a great deal of money when flying in participants, workshop instructors and staff. Choosing a location that is trying to increase convention traffic is a great bet as they will work hard for your business. Be careful though to pick a location in a safe area that has entertainment options within a short distance when planning a conference.

Saving on Catering

Food can be another big ticket item on the conference budget. Ways to cut costs on conference catering include: cash bars, drink tickets (limiting the number of free drinks), serving only beer and wine, serving cold foods for some of the meals, buffets and menus based on seasonal foods.

Saving on Audio Visual Rentals

If you have equipment at the head office that is easily transported to the conference city or if you have a local office in the conference city with equipment you could use, this can be a great way to cut the conference budget. Strategically plan the room layout to reduce the need for multiple screens, microphones etc.

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