Creative and clever ways to reduce event costs without taking away from the attendee experience
In today’s climate of rising costs, staying within budget while delivering exceptional events requires creativity and strategic thinking. At a recent industry event, Creative Group’s Erika Rodrigues, Sr. Experience Design & Sourcing Manager, attended a session full of practical, cost-saving tips that align with sustainability and efficiency—without compromising the attendee experience. Here are some helpful ideas Erika noted to stretch your budget for your next event:
Rethink Centerpieces
Instead of traditional flowers, opt for plants, succulents, or herbs, especially for multi-day events or wave programs. These options not only last longer but also require less AC during non-event hours. Centerpieces can also be reused at other dinners or receptions – as is, or with a slight tweak in materials. After the event, donate these items to a local shelter, school, or community group.
Reassess Meal Options
Do you need a three-course lunch? With a growing focus on healthy eating and simplicity, consider family-style meals or streamlined menus. Family-style dining, in particular, encourages more interaction and connection between participants while likely reducing food and staffing costs. Also, inquire about local food donation policies; it’s even better if any excess food goes to people who are experiencing food scarcity.
Amortize Costs Over Time
An effective way to stretch your budget is by designing with reuse in mind. Create signage, banners, and décor that can be used across multiple events or years. For example, modular signage with interchangeable messaging allows you to update it without needing new materials each time. While the initial investment may be higher, the long-term savings and reduced waste make it a smart, sustainable choice.
Evaluate Production Partners and Equipment
When looking for production agencies, partner with companies that source equipment locally versus those that own and ship their equipment (and equipment operators). It saves on shipping and equipment costs, plus it’s environmentally friendly.
Offer App-Based Gifting
Instead of shipping gifts, use your event app to let attendees select their gifts from a variety of choices, making it a more personalized experience. In addition to a choice of different gift categories, it’s also nice to include a donation option for local charities, which has the added benefit of supporting the community.
Consolidate Programs in the Same Destination
When hosting multiple events in the same location, take advantage of the opportunity to consolidate resources. Reuse décor, bulk-purchased gifts, and other shared items across events to reduce costs. Purchasing in bulk for multiple programs lowers unit prices and shipping expenses, while reusing signage or backdrops simplifies logistics. By consolidating efforts, you maximize purchasing power and streamline event execution, saving both money and time.
Optimize Contracts with Multi-Year Commitments
Consider negotiating multi-year contracts with hotels, particularly those that are part of a larger brand portfolio (contracts within the same large brand umbrella give even more flexibility). By locking in a multi-year deal, you can often secure discounts and avoid price increases, while gaining flexibility in choosing venues from a range of properties that fit your needs. Additionally, adjusting your event dates to off-peak times can further lower costs. This strategy not only saves money but also simplifies planning by reducing the need for annual negotiations.
By rethinking traditional approaches and making sustainability a core part of your planning, you can stretch your budget without sacrificing quality. These strategies not only reduce costs but also demonstrate a commitment to innovation and environmental responsibility—values that resonate with today’s attendees.
