Event Tips

1. Have a good idea of your numbers.

Knowing approximately how many people will be attending your event gives you the opportunity to get the best deal. We can find a perfect location where the room will be just the right fit (always leaving space for the extra one or two to join in or drop out). There is nothing more disheartening than having a meeting of 20 people in a room meant for 200.

2. Have an alternative date if at all possible - it may save you a lot of money.

Many factors affect the cost of a venue. If there is a city-wide conference or event, room prices may increase substantially. If your dates are flexible, it is possible that you could save significantly.

3. Know your budget and stick to it.

Set a budget for your event. Remember to account for all the little extras like audio visual equipment, parking and/or internet access.
Once you have the budget, try to stick to it as best you can. This is particularly relevant in non-corporate event planning. Little things can add up!

4. Negotiate carefully on attrition clauses.

The attrition clause refers to the cost associated with the cancellation of sleeping and delegate rooms prior to your event. Make sure you have a clear understanding of any cancellation deadlines and the costs you will incur for reduction of attendance and cancellation.

5. Keep an open mind when choosing your meeting location.

Keeping an open mind when choosing a venue can bring about some wonderful surprises that will enhance your meeting. Remember that there are a multitude of options for holding meetings. Properties in the same star category can differ in mood and offerings tremendously.