10 Ways to Save on Meeting Costs Without Attendees Even Noticing

There’s an old saying – ‘What you don’t know can’t hurt you’ – that can be applied to cutting meeting costs. Focus your cost-cutting on changes that attendees won’t even notice.

Here are 10 cost-cutting strategies:

1. Book Further Out

Whenever it’s possible, book as early as you can. If you book three months before your meeting, two-thirds of the hotels in many urban destinations won’t have availability. Those that do will charge a premium, or only be able to offer you a pattern with a Sunday arrival.

2. Keep It Casual
   

Casual local venues will cost you less than formal ones, and attendees will appreciate not having to dress up. Choose a live music venue or a maker space, and not only will attendees have an authentic experience, but your event will support the community.

3. Consolidate your vendors
   

If possible, choose the same companies to service all your events. Many destination management companies (DMCs) and audiovisual (AV) companies, for example, have a national presence. That opens the door for you to leverage your overall spend and get a better deal.

4. Build in Free Time
   
   There’s nothing more valuable to attendees than their time. Instead of a packed schedule, replace one or more of the group activities with free time and lower your costs. 

5. Reconsider Cocktails
   
   With many attendees not drinking alcohol these days, there are fewer people expecting a full bar. Beer and wine are completely acceptable for most events. To up the ante, ask the hotel to reach out to its partners at local breweries or wineries to host a tasting. 

6. Forgo the Shuttles
   
   It’s second nature for most travelers to use Uber to get where they’re going, so why not ask them to do that for your event? Provide a discount code or voucher ahead of time, and when possible, seek out a sponsor to cover the cost.

7. Be Flexible With Dates
   

A date change of just one week can save you thousands of dollars.

Always start by asking hotels about their shoulder season, but also consider using a cold-weather destination in the winter or a hot-weather destination in the summer. 

8. Downsize Your F&B
   

With the trend toward healthy eating, there’s no need to serve supersized portions. Work with your catering person to cut back the size of everything, from hors d’oeuvres to desserts to the cups and plates. Try using creative presentations instead, like serving ahi tuna in miniature ice-cream cones or gazpacho in shotglasses.

9. Get Creative with Decor
   

A touch of uplighting against a wall can add drama to a reception at little cost. Ask the hotel about its existing furniture or decor; often there are available couches or soft seating that you can use instead of renting. Replace cut flowers with succulents. 

10. Skip the Printing
    

More attendees are increasingly aware of the environmental cost of printing. Menus can be replaced with QR codes, agendas can be posted online, and a single seating chart at the entrance can replace a room full of table cards.

They’ll never even notice.