By Chris Gaines, sales director at QHotels
Managing the budget is a hugely challenging part of any event organiser’s role and our clients frequently ask us how they can make the most of the funds available to them, without scrimping on service.
In our experience, one of the easiest ways to immediately make a difference is to be flexible with dates. By simply hosting an event outside of peak periods, it can bring the cost of the venue down, freeing up budget to spend elsewhere.
For events where flexibility with dates is possible, we suggest organisers consider scheduling for the start or end of the working week.
To help event bookers maximise budget at QHotels we’ve launched our “Meet Off Peak” package, which promotes those off-peak times that are in lower demand for events and where savings can therefore be found.
It doesn’t mean that delegates lose out. With our “Meet Off Peak” package we offer a choice of complimentary extras, which add value and ensure delegates enjoy their event experience whether it’s a Monday or a Friday.
We’ve seen that special treats or surprises on the day, such as bacon rolls on arrival or a drinks reception, certainly helps delegates to see the merits of an off-peak event, making it easier for the organiser to get them on board.
By saving on the venue cost, it means that organisers can splash the budget elsewhere. It might even allow some room in the budget for a corporate golf session or a team building activity, which we find helps to break up the day.