If you know where to look and what to look for you will find that you can save quite a bit of money.
Here are 10 tips to get you started when finding an inexpensive meeting space.
Instead of hiring entertainment hold a social hour or a time when the attendees can get together. Allow them to entertain themselves and you will save money. You may want to include light refreshments such as coffee or punch during this time period.
You may also want to consider holding the meeting in a destination that has different tourist attractions that your participants can become involved in during their off time.
Whether you hold the meeting in a big city or a small town, you should find things that those attending the meeting can do to keep themselves busy so that you do not have to spend a lot of money on entertaining them.
If you are trying to cut costs on food and beverage, consider having the attendees eat out on their own. This will save you money on having to cater the event or have a formal sit down dinner with everyone. If all of the people that are attending the meeting are eating out they are using their own budget and can choose the types of food they would like to enjoy.
To save money, instead of driving to off-site events or restaurants choose places that are within walking distance. This will cut costs on transportation and allow everyone to stretch their legs after a long day sitting in a meeting.
Deals and Discounts
Look for discounts on hotels, tours and other activities. Often if you book during off seasons or have a more flexible schedule you can find better deals. Another way to save money is by getting your even sponsored. Call local businesses or organizations well in advance and ask them if they would be willing to sponsor your event. You should also consider asking these businesses if you can use their meeting space as well.
Buy in Bulk
When are booking the hotel rooms or meeting space, try to book in bulk. You will save money by doing this. If you are having multiple meetings during your stay in a particular location, book all of your meetings at the same location.
Instead of hiring out of town or out of state speakers try to book someone local. You will save on airfare and lodging as they will be able to drive to the venue. You may also be able to save on AV equipment as the speaker may bring their own.
Choose to hold a lunch instead of a dinner as lunch menu items tend to cost less. You will have options such as sandwiches and other dishes that can be served in bulk. Have a plated lunch instead of a buffet as often the cost of this type of meal is half the price of the buffet style.
Share Meals With Another Event
If there is another event going on in the same facility find out what they are serving for their meal. You may be able to get a discount on food and beverage if you ask the venue to make more of the food that they had already planned to make.
When you are using buses to charter people around the location, consider cutting down on the number that you are using. Make a conservative estimate of the people that will be going along on any of the tours or using the bus services. This will save you money on the amount of mini-coaches or large buses that you have to provide.
An option that will cost you nothing is a free shuttle from the airport or to other local events. There are many hotels that offer this free service as part of your reservations or contract. Ask the hotel when you are negotiating if this is included in your final total.
There are different ways to save money on finding a meeting space. If you know what to look for and where it is possible to cut costs, you will find that saving money is not as hard as it may seem.
What should you do next?
Since you are planning a meeting, learn how the secret to getting the lowest group rates for hotel rooms. You’re guaranteed to save money!