How to save conference costs

Any work will be accompanied by a certain amount of manpower and material resources consumption, such as the company that holds the press conference. With the increasingly tense meeting rhythm, how to reduce the meeting budget and improve the meeting efficiency has become one of the priorities of every meeting staff.

First of all, time is money

If the meeting date is flexible, it will save you money in nine cases out of ten. Consider the peak and low periods of hotel business every week and every year, and find out the peak periods that hotels need to "deal with".

Second, communicate frankly.

In order to understand what is most important for your meeting, make a list of priorities. In your demand proposal, clearly and directly tell the other party what you think is the most important condition, and take this condition as one of the contents of bidding.

"If the supplier has a long response time, or can't cooperate with you, you should continue to communicate with it. They need to know your company background before they can do this business with you. " Meister said.

Third, look for value points.

During the economic downturn, the number of meetings dropped sharply and meetings were often cancelled. At this time, we must look for the preferential conditions of the hotel. Don't be afraid to ask what kind of preferential terms the other party can offer. "And your sales representative doesn't have to ask the other party to agree to all the conditions, because these conditions are usually just wishful thinking at the company level."

Fourth, carefully observe the meeting satisfaction.

Observe the meeting with a microscope and pay attention to all the details that can't directly add points to the satisfaction of the meeting or the experience of the participants. Some participants noticed that just letting people not use bottled water can save a sum of money. In a place

During the three-day meeting, conference planning of an association proudly said that canceling the supply of bottled water saved him $67,000. There is also a strategy: by improving the accommodation level of the winners or after the meeting

The way to increase travel reward is to combine performance reward with conference budget.

5. Choose a meeting place with a purpose.

The meeting place and arranged activities should match the company's goals. A senior manager's comfortable fitness activities are better than traditional holiday tourism, and eco-tourism and volunteer activities are becoming everyone's expectations.

Yes "But people don't want to make bicycles anymore," Meister said. "Building bicycles" refers to those activities that are limited to hotel conference rooms. She said that participants like to blend in with the places they visit. Paying close attention to the exchange rate is another reason.

A method to choose the meeting place purposefully. Meister reminded that there are many exotic destinations, such as South America, Africa and Asia, which are economical and cost-effective.

Six, on-demand procurement

When negotiating the terms, some consumer goods, such as coffee and bar consumption during the meeting, should be calculated according to the number of people. A participant pointed out that if you really eat leftovers, remember that these leftovers are yours. He asked for the rest of the breakfast.

Some food is used during the morning break, while the rest of the dessert is used for the evening banquet. Another trick: hotels generally have rooms for storing props. Ask if there is a room for your meeting or banquet.

Angry things, maybe you can use these props cheaply or for free.

Seven, pay attention to the distance problem.

There are many newly-built hotels and restaurants in China, which are enough to satisfy your attendees and reward tourists. Meister said that choosing the nearest place to avoid the discomfort caused by jet lag can also make the domestic economy full of vitality.

Eight, try the packaging scheme

Meister noted that "the number of hotels offering full-service package prices has increased a lot this year, which allows customers to foresee the costs." Conference planning, an audience member, reminded us that it is very important to know which services are included in the packaging scheme and which services are not, so we should visit the hotel by ourselves.

Nine, pay attention to the cruise conference

The budget control method of cruise conference and full-service packaged hotel is similar. If you pay in dollars, the cruise convention can give you the enjoyment of international travel, and it is perfect to bring your lover or other family members to such a convention.

X. exchange rate guarantee

Paying the deposit for international conferences in advance can ensure that the budget is not affected by inflation or currency fluctuations. "Our international suppliers have always been willing to fix the exchange rate, and I am willing to accept it." Meister said.