When it comes to organizing company events, many business owners think that they need to have a substantial amount of money. But, if you feel the same way, you have to realize that this is not the case! Yes, planning a trade show, corporate outing, and any other event does require money, but you can take several steps to reduce your expenses. Here are some of the budget-friendly event planning tips you can use:
Choose the right location
One of the best ways to save money is to choose a location that doesn’t require you to travel too far. Remember: you’ll need to pay for the travel and accommodation costs for each employee or client whom you want to attend the event. Even if you’re not paying for guests’ plane tickets and hotel rooms, you’ll still have to spend money to transport your guest speakers, A/V equipment, and other things you’ll need for the event.
So, as much as possible, select a location that’s not too far from you. If your company is based in Chicago, for instance, you can opt to explore Northern Indiana attractions for your team building event instead of bringing your entire staff to Florida or California. It’s a great way to build camaraderie and teamwork among your staff without spending a fortune.
Book your venue ASAP
Just like with other services, venue hire rates become more expensive the closer you get to your desired event date. Also, the longer you delay your booking, the higher the chances that you’ll lose the event venue that you’ve been eyeing. This can leave you with no choice but to book a place that’s farther away and/or more costly. To avoid these scenarios, you’ll want to make reservations for your venue as soon as you have the budget.
Get written quotes and contracts
One of the easiest ways to lose money is to pay hidden fees and charges. So, when looking for service providers, ask them for a written quote. If you like what you see, create a contract stating the services you’re buying as well as the exact amount you need to pay. If you’re paying in installments, specify when you’ll pay each installment and how much you’ll need to pay. This way, you won’t have to deal with nasty surprises when you receive your bill.
See if you can get discounts
Be honest with your suppliers — tell what your budget is and what services you need. More likely than not, they’ll provide you with ideas that will help you obtain the right services without having to pay a large amount. Some companies offer budget-friendly all-in-one package deals for entertainment and team building activities or catering and venue decoration. Others, meanwhile, give discounts if you’ll hire them for your next events.
Get volunteers on board
Do you have customers who are fiercely loyal to your brand? Why not turn them into volunteers? This will give them the chance to get behind-the-scenes experience and become a part of your brand, while allowing you to have more manpower to help with the event.
These are some of the ways to reduce your expenses when planning and other corporate events. If you’re still looking for the right event venue, contact Oakwood Resort. We provide a range of high-quality venue options for companies from Fort Wayne, Warsaw, Goshen, Elkhart, and South Bend as well as other nearby areas and can help you have a successful event.