Event Management How To: Spend Less Money On The Same Conference & Event Management Result!

When a long standing financial sector client came to us with a request to organise their annual Retail Division Update Conference, we were delighted to help as we always are. This year though, we were asked to provide the conference along with our event management expertise on a smaller budget.

We’re not an Events Company who turn down a challenge so with Networking and business content high on this year’s agenda, we aimed to meet the reduced budget target by achieving savings in 4 key areas:

  • AV requirements.
  • Room hire and Set up costs the night prior to the conference.
  • Delegate travel overnight accommodation the night prior to the conference.
  • Private dinner format.

We kept it simple with the following recipe:

Take:
80 senior managers and Directors

Add:
1 unusual historic country event venue
1 dedicated meeting space with natural daylight, private bar and terrace
1 compact AV set and technicians
Mix together with:
1/2 day business presentations
1 BBQ dinner overlooking Capability Brown designed gardens
6 Seasoned live swing/jazz musicians
Glorious summer sunshine
80 Overnight stays and breakfast

Then allow to develop over 18 hours until risen!

Selecting the right event location for the conference was key. Previously our client has used business conference centre venues with a high end business look and feel to the conference. However, this year they wanted to encourage a more relaxed summer networking atmosphere whilst retaining the professional business presentation feel. We worked with the client to source an unusual Country House venue, having provided team building activities and conferences here in the past, we knew the exclusive meeting space was perfect for an intimate business atmosphere. A compact AV set to match the size and style of the room enhanced the personal feel to the business presentations and allowed for closer interactions during the afternoon.

The agenda for the day was also made more compact. Rather than an early start and full day of content, the group arrived for lunch followed by an afternoon of business presentations made shorter to allow for more contribution by the delegates.

Networking, sharing ideas and best practise was important so an informal outdoor BBQ dinner with drinks and live music provided the perfect informal setting for the team to share their thoughts from the day and catch up with the latest developments. Moving back indoors once the sun went down, the networking continued into the wee hours.

All in all, the combination of the revised compact agenda, altered travelling times, change in style of event venue with smaller AV requirements and relaxed evening dinner meant that the event cost came in circa £1,000 under the new target budget. Added to the positive feedback from the delegates who appreciated the style and content of the ‘new look’ conference, the client was very satisfied with the tasty recipe we created!


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