How To Plan A Sustainable Event That Doesn’t Break The Bank
What is the average cost of running an in-person business event? For small companies, a business event can be a significant burden on the corporate budget, as they will need to consider the costs of:
- hiring the venue
- catering for guests and staff
- entertainment
- marketing
- furniture and decor
- transportation (not just staff but also equipment, which may require specialist transport)
- staff wages
- registration
- lodging when relevant
At the best of times, it can cost anything between $20,000 and $75,000 to hold a two-day event where you can interact with your audience. When you wish to make it a sustainable event, you will also need to consider strategies that will reduce waste. As the typical event attendee can produce up to 2kg of waste per day at an event, it can be tricky to keep both expenses and waste low. So, how can a small company throw an engaging and eco-friendly in-person event when working on a shoe-string budget?
Focus on local suppliers
Local suppliers can prevent multiple advantages. First of all, when it comes to sustainability, local businesses will keep their carbon footprint low as they do not require intensive transportation solutions.
They are also less likely to charge extra. Indeed, transportation, additional staff, and overnight services can rapidly double or even triple your costs. But when the supplier is local to the venue, they do not need to increase their fees. Even if you need the supplier to provide extra staff, such as to help with specialist equipment setup or service, staff will only be present when needed. This could mean having someone with you to serve food at lunchtime or to install professional gadgets in-situ, which is unlikely to require more than a couple of hours during the day.
Can suppliers make it cheaper?
While local suppliers will save you costs, it doesn’t necessarily mean that event planning will be more affordable. When costs remain a source of problems, it can be worth getting in touch with your suppliers to discuss your options. Learning effective negotiation skills from a training place as prestigious as Karrass could equip you with the tactics and strategies you need to shave off some fees from the final bill.
Ideally, you want to provide a fair exchange rather than asking for a discount. For example, suppliers may be willing to consider a reduced price if:
- They can promote their services on site
- They enter a long-term agreement to cover your future events
- You introduce new clients to them
Can you remove unnecessary services?
A minimalist business event can help you stick to your budget and reduce waste. So, it may be a good idea to make a list of the potential services and items that can both increase waste and costs:
- Packed snacks and treats for your visitors
- Plastic bottles
- Multiple screens on a small surface
- Pens and paper
- Gimmicks and giveaways for your visitors
- Paper brochures, flyers, magazines, etc.
- Exciting furniture such as sofa, massage chair, etc.
More often than not, opting for simple furniture, communal catering, and minimal decor will save you logistic hassle and costs while keeping your carbon footprint low.
Hopefully, these few ideas can give you some direction to make in-person events less harmful to the environment and the company finances. More is not always the best option when less can get the job done!
