Balancing event quality with budget constraints: How can you exceed client expectations?

It’s all about experience. Experience doesn’t have to be a lot of money, it just takes time and thoughtfulness to achieve. - Reg desk welcome script - adding lemon, honey and a variety of milks to your coffee bar - preparing thoughtful scripts for your emcee - ensuring you tell attendees what’s next and how to get the most out of the event Consider each engagement point pre, during and post and you’ll be on your way to success!

1. It is essential to have a detailed discussion with the client to identify their top priorities. Based on that, you can allocate resources effectively and focus on the elements for a great impact. 2. Prioritize spending on aspects to enhance the attendee experience, such as high-quality audio-visuals or engaging content. 3. You can also use technology, such as virtual event platforms or digital marketing tools, to deliver high impact at a lower cost. 4. Finding creative ways to deliver value, such as repurposing materials from previous events or partnering with sponsors can help enhance the event without significantly increasing costs. 5. Keep the client informed about where and why budget decisions are being made.

As part of event management team in a hotel setting, it's essential to see the important of vendors and the role they play in the execution of each and every evnts. That been said, it is key to build relationships with these vendors to understand their line of work, expertise and most importantly cost of work. This intel is key to make right recommendations to the client during the planning process to avoid any unnecessary spendings when it comes to choosing and working with vendors.

Cultivating strong, honest relationships with suppliers can lead to better terms and value. By discussing your needs and budget openly, you encourage vendors to find flexible solutions that align with your goals. This collaborative approach often results in favorable terms and consistent quality, as vendors see the potential for ongoing business and positive referrals. The aim is to strike a balance where both parties benefit, leading to sustained, high-quality service.

Less is more in the world of infinite options. We have been led to believe the resources and structure of the event are the event. Keep sight of your ultimate goal, providing an experience that changes your audience in human ways. Humans yearn for a simpler experience in a technological world. Think MTV Unplugged and going retro or analog. Remember that humans are still analog beings with five senses that must be engaged. Use this to your advantage by tantalizing the human experience—which happens to be budget-friendly.

Ensure that the technology you select serves the event. Yes, there is a pull to use whatever tool you already own to save on costs, but if the tool is not the right one for the job, it's a mistake. The end piece of a screwdriver can push in a nail, but shouldn't you just select a hammer because it is the right one for the job? Same with your choices on tech use. Select well.