Hosting a Champagne Event on a Beer Budget

It’s been a whirlwind few months for me professionally.  In November 2011, Sage acquired BWF Communications (BWF), and as Director of Special Events at BWF, I came along with six of my colleagues to Sage’s new offices in McLean, VA. Instead of a small townhouse stuffed to the brink with event supplies, we are now part of a 50-person staff on the spacious fifth floor of a lovely office building, which is quite a change of scenery.

Despite the change in office space and coworkers, my focus here at Sage is the same as it was at BWF… producing top-quality events for our clients.  Whether it be a 300-team soccer tournament or a GSA conference, the most common sticking point for every client becomes budget.  Almost every client I work with asks me the same question; how can we create an event that accurately reflects our company without breaking the bank?

Most clients approach Sage/BWF with a set budget for the event, and it becomes my job to fit client expectations into the monetary restrictions.  Through my experience, I’ve found a few different ways to cut costs while still hosting an amazing event:

• Ditch the tchotchkes: Particularly for government clients, this is a HUGE cost saver. As important as it may seem for each attendee to get their very own custom keychain bottle opener, it will not make the overall impression that you may think. In this economy, people tend to view these items as a waste, and particularly when you are dealing with the government, waste is not perceived well. The only exception to this rule is if the sole purpose of your event is for branding; if you must send something home with your attendees with your company name or logo on it, make sure it’s something fabulous.
• Watch your food costs:  $16 muffins anyone? Food is expensive! For a grand opening gala I did last year, almost 60% of the entire budget was spent on food and beverage costs.  Don’t get me wrong; food is an important element to every event.  But if you are hosting a daylong conference, you don’t need a full lunch buffet with three choices of entrée and 12 sides.  Simplicity is fine, and in many cases, it’s preferred. For a conference I recently planned, we eliminated two of the “snack breaks” during the day, providing only breakfast and lunch with beverage service throughout the day.  This small cut was barely noticed by the attendees, and it cut the overall event budget by nearly 10%.
• Bigger is not (necessarily) better: This mantra can apply to many facets of an event, but it’s most appropriately suited for decorations.  Working on galas or any black-tie affairs, it’s imperative to transform a standard hotel ballroom into something more memorable for your attendees. But that doesn’t necessarily mean elaborate pipe and drape or large quantities of balloons.  Up-lighting is always my first suggestion for clients to incorporate into an overall décor theme.  It’s a simple, inexpensive way to make a dull room into a magical experience, without the need for elaborate centerpieces.

Every event is different, but following a couple common-sense cost cutting things can ensure that you don’t compromise the integrity of an event just to fit within a budget.  Have any event cost savings ideas of your own? Email me at lczop@aboutbwf.com.