Blog

17 Apr 2013

Modern Events Negotiation: Where can you save costs?

Posted By Lea Cerdido

Events and meetings are regular and necessary business occurrences. When you carefully consider your event negotiations, you guarantee your company significant event cost savings so that you stay within a reasonable budget throughout the planning process. Meetings and events shouldn’t be a crippling expense, but without using proven negotiation techniques they can become expensive.

Here’s how to negotiate the costs of your event:

Venues. Locations have to be chosen very wisely because they can consume a large amount of your budget. It’s always good to avoid popular days and look for off-season rates and destinations that are not in demand. You should negotiate competitive rates and good package deals for the event, like complementary beverages or bulk group restaurant reservations.

Accommodation. If you are planning an event or conference that runs for more than one day, you will have to consider accommodation costs. There are a number of places that you can look into to get good rates on accommodation. Unique and unusual places are often the best for value and they usually have excellent meeting facilities. You need to be able to negotiate group rates on rooms and complimentary access to other parts of the venue, like lounges and VIP rooms.

Transportation. This applies to any aspect of transport related to your event, whether it’s booking flights or hiring cars. Booking your flights as early as possible can help you save a lot of money. Book in groups to avoid individual airport transfer costs. The same goes for hiring cars,  as you can hire a car as a group and save on costs. Whenever you’re negotiating, be sure to check your invoices thoroughly for billing errors.  

Hiring professional event planners that are experienced in event planning and meeting services is the best step you can take in your road to saving money and planning your event efficiently. Negotiating all these little things can be a headache, but doing it can really get you some great deals for your budget. A reliable event planning service will take care of all these things on your behalf - negotiating deals for you and saving you money.

 Contact COR Events today for Event planning services that ensure successful event negotiations that will give you great event cost savings!

Lea Cerdido is a Certified Meeting Professional with more than 20 years of experience in corporate meeting services and negotiating hotel and vendor contracts nationwide. You can contact her at lea@cor-events.com.