Staying on budget for meetings and events is a tough task for even the most detailed planner, but there are creative ways to trim costs without sacrificing the quality of your experience. As yearly budgets get tighter, having a cost-conscious game plan is a must. Here are three tips to set your business meeting up for success without breaking the bank.
1. Be Transparent
Discussing money and budgets can be considered taboo, but it’s the best way to guarantee that you don’t overspend. Share your budget and goals for the event or meeting during the first conversation, instead of saving it until the end. That way, catering and event teams have time to create custom options within your spend goals and craft lower-cost, outside-the-box experiences. Event teams can also help you prioritize areas where they’re able to do more for less, without your attendees even noticing.
2. Trust the Experts
When you’re selecting a venue, take the time to research places that have a proven track record for creating cool events for their customers. Thanks to two new hotels in Europe, you could be meeting in a special suite that was once the home of a famed Dutch poet at Kimpton De Witt Amsterdam or hosting a big social event in the grand ballroom at Kimpton Fitzroy London. Working with a team that knows how to bring creativity to a program can add more flexibility to your budget, because chances are, they’ll already have the equipment and relationships necessary to bring your meeting dreams to life. Even if they can’t nail down exactly what you want at your preferred price, experienced venues will be willing to coordinate alternative options for things such as décor and entertainment that are in line with most of your goals.
3. Go for Seasonal Snacks
High-quality food and beverages stand out in the minds of most meeting attendees, but that doesn’t mean you have to select the most expensive option on the catering menu. Have a conversation with the chef and catering team about local, in-season ingredients, which tend to be more reasonably priced and less harmful to the environment than far-away goods. Best of all, meals featuring local, seasonal produce taste better and support the local farming community. A real win-win!
Nothing is one-size-fits-all when it comes to meetings and events. With 67 Kimpton hotels that all have a unique style, our teams will collaborate with you to create thoughtful touches and signature experiences — such as musical performances or specialty cocktail hours — that fit within a variety of budgets to knock your next event out of the park.
To find out more about Kimpton’s meeting and events spaces, visit kimptonhotels.com.