Travel and lodging are often the biggest expenses for corporate event attendees, especially when the event is in a different city or country. However, there are some strategies that can help you reduce these costs and make your event more affordable and accessible for your guests. Here are six tips to consider when planning your next corporate event.
One of the easiest ways to cut down on travel expenses is to choose a location that is convenient and accessible for most of your attendees. This means avoiding remote or isolated destinations that require long flights, multiple transfers, or expensive transportation. Instead, opt for a city that has a major airport, a good public transit system, and plenty of attractions and amenities nearby. This way, you can save time and money on travel, as well as offer your guests more options and flexibility.
Another way to reduce lodging expenses is to negotiate group rates with hotels or other accommodation providers. By booking rooms in bulk, you can often get discounts, perks, or upgrades that can lower your overall costs and improve your guests' experience. For example, you can ask for free breakfast, Wi-Fi, parking, or shuttle services, or request a meeting room, a lounge, or a fitness center for your group. You can also compare different hotels and look for the best value and quality for your budget.
If your event location is within driving distance for some of your attendees, you can encourage them to carpool or use ride-sharing services to get there. This can help them save money on gas, tolls, parking, and rental fees, as well as reduce their carbon footprint and environmental impact. You can also offer incentives or rewards for those who carpool or ride-share, such as gift cards, vouchers, or raffle entries. You can use online tools or apps to help your guests find and coordinate their rides.
Another option to reduce travel and lodging expenses is to offer virtual or hybrid options for your event. This means allowing some or all of your attendees to participate online, either live or on-demand, instead of in person. This can help you reach a wider and more diverse audience, as well as accommodate those who have budget, health, or schedule constraints. You can use various platforms and technologies to create engaging and interactive virtual or hybrid events, such as webinars, live streams, polls, chats, or breakout sessions.
A smart way to reduce travel and lodging expenses is to partner with local businesses that can offer your guests discounts, deals, or benefits. For example, you can collaborate with restaurants, cafes, bars, or shops that can provide coupons, vouchers, or freebies for your attendees. You can also work with tour operators, museums, parks, or attractions that can offer special rates, tickets, or passes for your guests. This can help you enhance your event value and appeal, as well as support the local economy and community.
Working with local artisans, farms and businesses helps attendees to experience the destination in an authentic way and to reduce costs and carbon emissions. For example, instead of hiring a catering service from afar, you can source food locally from nearby farms. This not only supports the local economy but also adds a unique touch to the event, enhancing attendees' experience while reducing costs and transport pollution.
Finally, one of the most important tips to reduce travel and lodging expenses is to communicate clearly and early with your attendees. This means providing them with accurate and updated information about your event location, dates, agenda, and expectations, as well as the available travel and lodging options, prices, and policies. This way, you can help them plan ahead, budget wisely, and avoid any surprises or misunderstandings. You can also ask for their feedback, preferences, or suggestions, and tailor your event accordingly.
In my experience, to reduce travel and lodging expenses, I'd negotiate group rates with hotels and airlines. Booking early also helps.