Getting the most out of your budget. There are many choices you will need to make in the design of your big event. Although anything is possible, as you’ll be working with a fixed budget you will need to make compromises. Be smart with your choices and you’ll be able to make many savings without compromising the quality of your guest experience.
Through over 13 years of experience, we’ve learnt many tips and tricks along the way. We’ve shared a few of them with you below, but please feel free
to give us a call if you want to hear some more!
- A private venue will reduce or eliminate the need for security.
- A venue with marked parking bays will reduce or eliminate the need for parking attendants.
- Event timings that only fall over one meal time (or none), will reduce your catering budget.
- Giving guests vouchers for food to a set value with the ability of them paying if they want more will help you keep control of your catering budget.
- Selecting activities that are visually interesting or have a fast participant throughput will cater for more people at any one time (so you can run your event with a smaller activity budget).
- Venues with accessible power on site will reduce or eliminate the need for expensive generators.
- Locations with good road or rail links will maximise attendance and minimise the need to lay on coaches or taxis.
- An automated check-in system on arrival will reduce the number of check in staff required.
- Choose a venue with enough loos onsite to avoid having to hire them in. A private or a smaller venue. You can effectively get exclusive use without having to pay for it.
- How close is it to public transport links?
- What facilities you will need are already on site?
- Do you need indoor space or accommodation?
- Smaller spaces are more intimate and avoid the potential for a disjointed atmosphere.
- Can you create the feeling of exclusivity, without having to pay for it?
- Will the grass be cut short AND the cuttings removed?
- Seek advice on the space you’ll need and how best to use it.
- Ask you’re agency to negotiate the cost of the venue on your behalf. You can still book the venue direct if you prefer.
- Send out a save the date as early as you can.
- Start rumours! Get people talking at the coffee station, ‘have you heard that apparently this years event is going to be amazing…’
- Run a teaser campaign. Start your promotion with a number of fun graphics that entice people and raise their curiosity levels before you give them the full information.
- Use multiple channels. Advertise your event with posters, an email campaign, on Facebook and other social media, at team meetings, with a personal note from the CEO, create an event website with great graphics, themed desk drops, printed invitations, pre-event goody bags… get creative.
- Make the registration process quick and easy. A slick process to sign up will encourage more people to do so. Use an online sign up form, have stations at reception available to promote the event and where people can sign up, have people wandering the offices with a tablet to sign people up there and then.