We all love a bargain! And why not? Any opportunity to be able to save those precious pounds for ourselves or our organisations can go a long way. In the spirit of ‘bargain hunting’, I wanted to share some tips that’ll gives anyone planning an event a few ways to keep costs down (and their own moods high!).
Choosing a package per person over room hire and catering separately
For any event planner, this can be very much a “catch 22” situation where you have a set budget, but you want to get the most value possible. It’s understandable, who wants to buy a pair of shoes from a shop if you can get them for less online?
Choosing a package can make a real difference in cost because you’re paying per person which will include everything you may need. If you decide to go for a room hire cost, this is then followed by costs for tea, coffee, water, lunch, cakes, AV, etc. and it really starts to add up and can become confusing.
I’ve worked at several London events venues and the day delegate package is meant to offer value for money.
For example, our hot fork buffet day delegate package includes a hydration station and juice which is already saving you at least £5 per head.
Check what AV is included with your event planner
It sounds so simple but it’s worth asking the question. “You don’t ask, you don’t get!” as they say. All venues are different in how or why they charge for certain aspects of AV.
For some venues, it might just be the standard projector and screen included, which might be all you need. Other venues, where AV is more prominent or venues which have larger capacities that require more extensive AV, you will more than likely get more included (subject to ownership by the venue).
This very much relates to the point above, as this might all be included in your package cost. If so, this is fantastic and doesn’t cause more confusion with lots of additional costs.
At BMA House, we try to include as much AV as possible with room hire or a package per person cost, and we reflect this in the hire cost of the space and this, in turn, makes a planner’s experience much easier.
Our largest space, the Great Hall, has extensive AV included in the hire or per person cost. That gets you lighting, sound, the main screen and projector, microphones, comfort monitors as well as a dedicated technician. All costs are covered and you can feel safe in the team’s knowledgeable hands!
Can additional spaces be included at a reduced cost?
At BMA House, we offer a second room at a discount as we understand the need for a separate space to give your delegates space and time to break from the main event.
When choosing a package, many venues will try and include this in the per person price, making it great value for money and again, helps keep costings simple and everything clear for both parties.
If you are a registered charity, some events venues (but surprisingly not all) will be able to offer a reduction on costs. Do ask your event planner about this as they will be able to advise you on any discount applied to the hire, catering or package cost.
At BMA House, we offer £5 per person off the package cost or 15% off the venue hire cost per room. As a not-for-profit organisation ourselves we know how important these savings can be!
Working with your event planner and being open and honest. What is your budget? Can your event planner tailor a package to suit your needs?
Our events planners work at BMA House because they’re passionate about the events industry and want to create the best event possible for our clients.
With this in mind, we do believe being open and honest from both sides helps to build a rapport and a good working relationship so we can best meet your expectations.
We ask our clients their budget so we can either advise the most suitable option, or we will happily try to tailor a package to meet your budget and make it work for you.
Are your dates flexible?
If you have flexibility with your date, please do let your planner know as some dates are probably less in-demand than others.
These can often be Mondays or Fridays or in quieter months, so if you can be flexible with your event date then it’s likely the rates can be flexible, and you can get better value for your money!