- Choose Your Venue Carefully
It might be advantageous to work in a well-located venue, but does working in a specific platform justify the higher price tag? A good hotel booking deal is another option to consider, as well. Moving a few miles out of town, into a different part of a city, or entirely to a new place can have a significant cost effect.
In brief, customers sometimes state that a location must be within a few minutes’ walk of a tube stop, mainline train station, or equivalent to allow people to ride on public transport, and this would be perfect, of course. However, the venue location will never satisfy everybody, and a high proportion of delegates outside the capital city will drive to the event regardless of your best efforts.
Moving to an outskirts location is probably a smart decision in terms of easing rush-hour frustrations and eliminating astronomical car parking fees for many of your attendants. Most significantly, in terms of location expenses and bargaining leverage, it can make an immense difference.
- Get Creative
Are you disappointed that the new event developments are out of your next event’s reach? Think about what you want to do and go back to the drawing board for ‘retro’ methods of achieving the outcomes you want. How would you go back to basics and provide your advantage with talk points and photo opportunities?
Ask participants to contribute their thoughts on paper table cloths or hang their undertakings on a washing line. To take a poll during plenary sessions, use red and green cards or ask delegates to put a ball according to their vote in one bin.
Use Twitter to receive questions to the panel during break times, and use a free Twitter wall solution on the main screen.
Most importantly, the talents of a great facilitator are used to inspire the audience to connect and respond and break down networking barriers.
- Long-Term Thinking In Terms Of Event Branding
Wherever possible, commit to keeping branding generic, without specifying the particular year, hashtag, date, sponsors, venue, etc. These details can be shown on the screens, the event folder front cover, and communicated via the conference host.
It ensures that flags, lectern boards, gobos, and staff uniforms can be used from one case to the next without needing to be replaced by holding time-sensitive data away from the branding.
- Ensure Your Processes Are Streamlined
There are very few people who do not have access to email and the internet in this modern era, and most people bring with them this connection at all times. It baffles me to learn that certain events still accept handwritten forms, which the event team must then type up. Some activities always post badges and pre-event information to the attendee.
Therefore, this time could still be put to far better use, so don’t give an alternative to online registration or waste a small fortune on postings. Instead, details can be submitted electronically.
Always deal in terms of prices, minimum numbers, and the final package with venues and suppliers. Until contracts are signed, it is much simpler to negotiate, so think about everything you can need in advance down to every little detail; power sockets, chairs, table cloths, water on tables, early access, Wi-Fi, and visual audio. Wait for a premium to be charged for elements added near the case.
Another easy exercise to do is check if it could be more cost-effective to pay for all products separately than a day delegate rate bundle, or vice versa. Day Delegate Tariffs can seem like good value and sometimes include paper, pencils, boiled sweets, and flip charts but do you need everything in the package? Would attendees miss these little extras?