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  • 1.  Tips to Save on Event Costs in 2023

    Posted 09-27-2023 09:23
    Edited by Megha Jetley 09-27-2023 09:30

    Hi all, let's begin our next edition of the Tip of the Week discussion! It's no secret that event costs are rising, from general event expenses like F&B and A/V to internet fees and much more. So, when the words "event" and "budget cuts" are used together in the same sentence, it's an acceptable reaction for meeting professionals to wince a bit and start scrambling for ways to deliver the kind of engaging experiences attendees expect while also holding firm to the bottom line. 

    And we've got some practical tips you can use right away. Leverage these Tips and Tech to Save on Event Costs: 

    •  Be open-minded. Check out affordable venues easily using a venue sourcing tool, become more flexible, and adjust event dates to reduce costs further. Also, play with the event schedule. You could, for example, start the conference in the afternoon to eliminate breakfast and lunch from your budget.

    • Find your vendors early.  Reach out to vendors and suppliers early to make sure everything you need will be available for your event dates. Last-minute panic situations can cost extra if vendors have to adjust their schedules to accommodate your needs. 

    • Invest and reuse. Purchase staging that can be arranged in several different ways and versatile lighting elements to create a unique feel for each event. 

    • Save on power and Wi-Fi. Electricity isn't cheap. Opt for the latest battery-powered lighting and energy-saving audio systems. 

    • Go paperless. Mobile apps ‒ particularly those that can be reused for future events ‒ are one way to share event schedules and information while saving on printing costs. Registrations and follow-up surveys should be online to save on mailing costs. 

    • Dynamic Access Portal. This tool helps you Identify and eliminate duplicate meetings. It allows you to prevent conflicts with global holidays or industry events. It will also make it easy to identify opportunities to combine meetings and leverage existing hotel contracts.

    • Venue Sourcing Tech. Using this technology can potentially save you 8-20%. Several factors make saving that much possible. This technology ensures standard contract addendums are included, and you can ask standard risk management questions on every RFP.  

    •  Venue Diagramming Tech. This technology offers virtual walk-throughs, helps you create diagrams in minutes with flexible templates, and allows you to make updates in seconds. 

    • Event Registration. Using this technology can give you potential savings of 2-10% by permitting attendees to self-enter data or preload registrants. 

    • Onsite solutions. Seamlessly manage and check in your attendees, and greatly reduce the waste of unused badges. Now you can eliminate manual effort associated with data entry of leads into CRM or upload of data into your CRM.  

    Questions for you: 

    • What cost-saving measures do you plan to use when organizing an event in 2023?

    • How important is it for you to save on event costs when planning an event?
      a. Extremely important
      b. Somewhat important
      c. Not very important
      d. Not at all important


    #Creating/ManagingEvents
    #CventTip
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    Megha Jetley
    Manager
    Cvent Marketing Department
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  • 2.  RE: Tips to Save on Event Costs in 2023

    Posted 09-29-2023 12:43
    • What cost-saving measures do you plan to use when organizing an event in 2023?
      Definitely trying to go paperless and finding vendors as early as possible. 

    • How important is it for you to save on event costs when planning an event?
      a. Extremely important!!!!!
      b. Somewhat important
      c. Not very important
      d. Not at all important


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    Chris Townley
    Marketing and Communications Associate
    National Council Of State Housing AgenciesUnited States
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  • 3.  RE: Tips to Save on Event Costs in 2023

    Posted 09-29-2023 15:51
    • What cost-saving measures do you plan to use when organizing an event in 2023?

      • Tighten up our Cvent contract to ensure we're not buying too many registrations
    • How important is it for you to save on event costs when planning an event?
      a. Extremely important



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    Lori Wildman
    Marketing Director
    lwildman@dmainc.com
    DuCharme, McMillen & Associates, Inc.United States
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