Rising costs continue to be top of mind for planners. Prices were rising from inflation even before the tariffs were introduced — and budgets have not kept pace.
In the latest Backstage Briefing webinar, Agnés Canonica, event marketing manager at Amplity, and Sandy Yi-Davis, founder, Strategic Meeting International, led an idea-share of cost-cutting ideas in five meeting categories: sourcing, contracts and negotiations, food and beverage, AV and decor, transportation, and working with unions.
Register to watch the complete video on demand.
Here are 33 cost-cutting ideas from that session:
Sourcing
1. Choose Second-Tier Cities
Opt for affordable destinations such as Nashville, Houston, Pittsburgh, Cleveland, Richmond, or Long Beach. These markets offer competitive pricing and fewer large-scale events, reducing demand pressure on rates.
2. Be Flexible on Dates and Destinations
Maintain two to three destination options and flexible event dates. Shifting your event by even one week can lead to significant rate reductions.
3. Leverage National/Global Sales Offices (NSO/GSOs)
Partner with these teams to secure better chain-wide deals — they act as advocates for planners when negotiating with individual properties.
4. Tap Your CVB
CVBs and DMOs are your allies and often have unadvertised savings options.
5. Explore Nontraditional Venues
Use universities, corporate headquarters, studios, or convention community spaces (especially in summer when they’re underutilized). This avoids peak hotel pricing and brings creative environments.
6. Go International
Look into Spain, Portugal, Argentina, Panama, and Canada, where exchange rates or fixed-rate “daily delegate rates (DDR)” make programs 20–30% cheaper.
Contracts and Negotiations
7. Separate Key Budget Categories
Never bundle F&B minimums, room rates, and concessions together — keep them separate to negotiate each individually.
8. Negotiate AV Flexibility
Include the right to use outside AV vendors with no additional fees. Even if you end up using in-house, this leverage reduces markup.
9. Include Staff Rates and Complimentary Rooms
Request aggregate complimentary room nights (e.g., one per 40) and staff discounts. Add “wish list” items like suite upgrades or late checkouts.
10. Include Attrition and Rebooking Clauses
Secure rebooking credits to recoup lost value if attendee turnout is lower than contracted.
11. Protect Against Hidden Fees
Watch for things like administrative fees, credit card processing fees, double taxation, even “water usage fees.” Add a hidden fee clause to preempt unlisted costs.
12. Use Competitive Bidding
Have both the venue and an outside AV company bid for services. This ensures that internal pricing stays honest.
13. Be Ready to Walk Away
Flexibility and willingness to move to a new venue often yield concessions.
F&B and Operations
14. Simplify Buffets
Limit protein and side selections to two proteins and three sides, instead of lavish spreads. This reduces waste and the per-person cost without compromising satisfaction.
15. Repurpose Food
Use breakfast pastries for morning breaks and lunch desserts for afternoon snacks.
16. Skip Dessert Courses
Replace plated desserts with sponsored dessert activations or communal dessert platters. Consider sponsorship opportunities for these.
Substitute beef for seafood or plant-based proteins (like a “Meatless Monday”). It’s eco-friendly and cost-effective.
Ask venues for government or healthcare capped menus — these are pre-set affordable options rarely offered upfront.
19. Buy Local and Seasonal
Work with your chef to reduce costs and carbon footprint by sourcing seasonal produce, meats, and dairy.
20. Optimize Your Beverages
Negotiate per-gallon pricing for coffee/tea rather than per-person. Offer limited cocktail options or mocktails to cut bar spend.
AV, Décor and Room Design
21. Use Lighting for Design
Uplighting, gobos, and projection can transform rooms cheaply and cost less than elaborate stage builds.
22. Replace Floral Centerpieces
Switch to succulents, greenery, or edible displays such as bread or dessert platters. They’re reusable, sustainable, and visually engaging.
23. Rely on Props
Use portable branded props (e.g., colored chairs, glow cubes) that can be reused at future events.
24. Replace Décor with a Sensory Experience
Use scent or music to create a memorable atmosphere inexpensively, and
both trigger memory and emotional impact.
Transportation
25. Pick Walkable Cities
Choose compact, transit-friendly destinations (e.g., New Orleans, Boston, San Francisco) to reduce shuttle and transfer costs.
26. Leverage Rail
In the U.S., Brightline in Florida and Amtrak’s Acela in the Northeast can replace flights.
27. Eliminate Short-Distance Shuttles
Declare hotels within 0.5 miles as walk-only. This adds sustainability appeal while cutting transport costs.
28. Publish Shuttle Schedules Early
This allows consolidation of transfers and reduces last-minute ride expenses.
Labor and Staffing
29. Avoid Overtime Triggers
Schedule the event setup and teardown during business hours, not overnight, to avoid 1.5x pay rates.
30. Compare City Labor Rates
Labor pricing varies by city and venue type (union vs. non-union). Request detailed labor rate sheets early.
31. Lock in AV Labor Early
Pre-book AV staff to avoid surge pricing and ensure quality technicians.
32. Use Volunteers and Students
Partner with local universities or hospitality schools for registration, signage, and ushering help. This cuts labor costs and provides them with an experiential learning opportunity.
33. Schedule Weekday Deliveries
Avoid weekend or after-hours deliveries — they often incur premium surcharges.
