With travel costs rising faster than many meeting budgets, here are a few tips from CWT Meetings & Events for getting the best value when planning a meeting.
Define the goal. Clearly define the goal of the meeting and how the meeting’s effectiveness will be measured.
Consider the big picture. Understand external factors and how they impact meeting suppliers. For example, look at economic indicators affecting the destination and any major events that may be held there around the time of the meeting.
Book in advance. For best price and availability, even smaller meetings should be booked at least 45 days in advance. Larger meetings or those with unique requirements may require considerably more time.
Invest in attendees. Take any savings from improved meetings management and put it back into creative elements that improve the attendee experience, ensuring that they leave with great memories and increased motivation to accomplish goals.
Broaden the approach. Consider second-tier cities, alternative venues and midscale hotels that may deliver more for the budget. Being flexible on dates, even sometimes by just a day, can make a huge difference in cost.
Negotiate on total spend. The room rate is far from the only consideration. Hotels are often more willing to make concessions on other elements, such as food and beverage, audiovisual support, Internet charges, business center usage and other miscellaneous items.
