12 Ways to Save on Event Production<\/span><\/h2>\n1. Book Early and Plan Ahead<\/span><\/h3>\nYou know what they say about the early bird. While most large conferences and trade shows are usually planned far in advance and give you (and the event production company you choose) plenty of time to prepare and negotiate, smaller events can pop up with little notice. When they do, vendors know your hands are tied and will be less likely to give you a deal. Also, try to plan ahead for what you\u2019ll need (number of breakout rooms requiring AV, etc.). Last-minute equipment additions are always going to cost you more. On site changes or additions incur additional labor and delivery charges and nobody wants that.<\/span><\/p>\n2. Get Multiple Bids<\/span><\/h3>\nDo your due diligence and obtain at least three bids in order to find the vendor that best fits your needs and budget. A word to the wise: some vendors sacrifice equipment or quality to achieve the lowest price bid, so it\u2019s important that you or a member of your team can differentiate between the equipment, understanding why vendor A quotes for a 5000 lumen projector and vendor B quotes for an 8000 lumen projector, or can recognize that one vendor quotes for concert-grade equipment while the other costs out local DJ-level gear.<\/span><\/p>\n3. Start from Scratch<\/span><\/h3>\nWhen sourcing a new event production company, it\u2019s tempting to simply send them the quote from the company you used last year as a starting point. When you do this, however, they\u2019re likely to just match that quote and equipment list which can rob you of new client savings or money-saving equipment suggestions. If you must send an old quote to expedite the process, be sure to let the new company know you\u2019re looking to save money and ask for suggestions on equipment or gear that can be cut out or replaced with a less expensive like-item. <\/span><\/p>\n4. Understand the Crew\u2019s Roles<\/span><\/h3>\nFrom staging to <\/span>lighting<\/span><\/a>, audio to video, there are a lot of roles that need to be filled to put on a show. As an event planner, you should have a good understanding of the roles and <\/span>responsibilities of each crew member<\/span><\/a> in order to determine if they\u2019re all necessary, or if multiple tasks could be handled by one individual. For example, for a small affair, is a Video Switcher and Graphics\/Playback Operator necessary, or could the Video Engineer take on both of these duties? Consolidate positions where you can but be careful of compromising the flow of your event.<\/span><\/p>\n5. Scrutinize Labor Hours<\/span><\/h3>\nAlso, be sure that labor hours on your bid seem to make sense. Many event production companies will underbid on labor to make the quote look attractive, and then bill you on the backend. To avoid this scenario, always confirm with each company how long set up and break down will take before you sign on the dotted line. When the event is through\u2014assuming you didn\u2019t make changes to the equipment or event schedule\u2014always hold them to the initial quoted amount.<\/span><\/p>\n6. Beware of Overtime<\/span><\/h3>\nLabor can take its toll on your budget, especially when you factor in state minimums and overtime regulations (you or a member of your team should try to brush up on these as they apply within your state). Consider things such as, do you really need to rehearse for 6-8 hours the morning of your evening event? If you do, now you\u2019re looking at hours of overtime and possibly double-time depending on when the event ends. <\/span><\/p>\n7. Get a Walkthrough<\/span><\/h3>\nUnless you\u2019ve been through this a hundred times and are familiar with everything on your quote, you should have the vendor Project Manager go through every item on the quote, line by line. With an understanding of just what everything is, you\u2019ll be in a better position to make cuts to items you deem unnecessary. Plus, when the equipment arrives, you\u2019ll be able to take stock of everything to be sure you\u2019re getting what you paid for!<\/span><\/p>\n8. Negotiate<\/span><\/h3>\nThere\u2019s always <\/span>room for negotiation<\/span><\/a>, and if an event production company thinks you\u2019re going to bail, they\u2019ll often find a way to come down at least a bit. One good negotiation tactic if you have the ability is to offer to pay upfront. Most vendors are used to 30-, 60-, or 90-day terms, but upfront payment can often earn you a discount.<\/span><\/p>\n9. Make Some Cuts<\/span><\/h3>\nYou or your event production company may be able to determine some cuts that can be made while performing a walkthrough, but if the quote is still not within your budget, you might consider some additional ones. For example, does the venue have a podium you can use at no cost? Can you use wired microphones instead of hand-held mics or lavaliers? If the presentation is fairly standard, can you record it using a single camera instead of a multi-camera setup?<\/span><\/p>\n10. Budget Your Stage<\/span><\/h3>\nWhile a great stage design is important since all eyes will be there for much of the production, some event planners can go overboard. Your event production company may be able to offer some inexpensive alternatives (after all, not <\/span>every<\/span><\/i> event needs an LED video wall). Check out our story <\/span>How to Get Creative With Your Event Stage on a Budget<\/span><\/a>.<\/span><\/p>\n11. Don\u2019t Overproduce Breakout Sessions<\/span><\/h3>\nWith the right budget, breakout sessions can be extremely dynamic productions. But oftentimes, breakouts are short and mostly involve tables of teams talking, before they\u2019re headed back into the main event space. So, when trying to save money, it\u2019s generally more important to have a <\/span>stand-out main space<\/span><\/a> where most time will be spent and less produced breakout spaces.<\/span><\/p>\n12. Develop Relationships<\/span><\/h3>\nIf you\u2019ve worked with an event production company before, chances are they\u2019ll cut you a deal for coming back to them (they want to keep you as a customer as much as you want to keep things simple). And if you\u2019re working with one for the first time, try to build a relationship with them so that when your next event rolls around, you can call on them and they\u2019ll be ready to roll\u2014often for less than it would cost to find a new company. An added bonus? Once they\u2019ve worked with you, they\u2019ll begin to understand your needs and your style, making the next event even smoother sailing.<\/span> Putting on a great event takes a lot of effort\u2014and finding ways to save takes quite a bit more! Remember, never be afraid to ask a vendor to explain everything on their bid and offer cost-cutting suggestions; if they\u2019re dismissive or of little help, chances are they\u2019re not right for you. If you\u2019re planning an event and would like to speak with a hard-working and easy to work with team, <\/span>contact the crew<\/span><\/a> at One Way today!<\/span><\/p>\n
You know what they say about the early bird. While most large conferences and trade shows are usually planned far in advance and give you (and the event production company you choose) plenty of time to prepare and negotiate, smaller events can pop up with little notice. When they do, vendors know your hands are tied and will be less likely to give you a deal. Also, try to plan ahead for what you\u2019ll need (number of breakout rooms requiring AV, etc.). Last-minute equipment additions are always going to cost you more. On site changes or additions incur additional labor and delivery charges and nobody wants that.<\/span><\/p>\n Do your due diligence and obtain at least three bids in order to find the vendor that best fits your needs and budget. A word to the wise: some vendors sacrifice equipment or quality to achieve the lowest price bid, so it\u2019s important that you or a member of your team can differentiate between the equipment, understanding why vendor A quotes for a 5000 lumen projector and vendor B quotes for an 8000 lumen projector, or can recognize that one vendor quotes for concert-grade equipment while the other costs out local DJ-level gear.<\/span><\/p>\n When sourcing a new event production company, it\u2019s tempting to simply send them the quote from the company you used last year as a starting point. When you do this, however, they\u2019re likely to just match that quote and equipment list which can rob you of new client savings or money-saving equipment suggestions. If you must send an old quote to expedite the process, be sure to let the new company know you\u2019re looking to save money and ask for suggestions on equipment or gear that can be cut out or replaced with a less expensive like-item. <\/span><\/p>\n From staging to <\/span>lighting<\/span><\/a>, audio to video, there are a lot of roles that need to be filled to put on a show. As an event planner, you should have a good understanding of the roles and <\/span>responsibilities of each crew member<\/span><\/a> in order to determine if they\u2019re all necessary, or if multiple tasks could be handled by one individual. For example, for a small affair, is a Video Switcher and Graphics\/Playback Operator necessary, or could the Video Engineer take on both of these duties? Consolidate positions where you can but be careful of compromising the flow of your event.<\/span><\/p>\n Also, be sure that labor hours on your bid seem to make sense. Many event production companies will underbid on labor to make the quote look attractive, and then bill you on the backend. To avoid this scenario, always confirm with each company how long set up and break down will take before you sign on the dotted line. When the event is through\u2014assuming you didn\u2019t make changes to the equipment or event schedule\u2014always hold them to the initial quoted amount.<\/span><\/p>\n Labor can take its toll on your budget, especially when you factor in state minimums and overtime regulations (you or a member of your team should try to brush up on these as they apply within your state). Consider things such as, do you really need to rehearse for 6-8 hours the morning of your evening event? If you do, now you\u2019re looking at hours of overtime and possibly double-time depending on when the event ends. <\/span><\/p>\n Unless you\u2019ve been through this a hundred times and are familiar with everything on your quote, you should have the vendor Project Manager go through every item on the quote, line by line. With an understanding of just what everything is, you\u2019ll be in a better position to make cuts to items you deem unnecessary. Plus, when the equipment arrives, you\u2019ll be able to take stock of everything to be sure you\u2019re getting what you paid for!<\/span><\/p>\n There\u2019s always <\/span>room for negotiation<\/span><\/a>, and if an event production company thinks you\u2019re going to bail, they\u2019ll often find a way to come down at least a bit. One good negotiation tactic if you have the ability is to offer to pay upfront. Most vendors are used to 30-, 60-, or 90-day terms, but upfront payment can often earn you a discount.<\/span><\/p>\n You or your event production company may be able to determine some cuts that can be made while performing a walkthrough, but if the quote is still not within your budget, you might consider some additional ones. For example, does the venue have a podium you can use at no cost? Can you use wired microphones instead of hand-held mics or lavaliers? If the presentation is fairly standard, can you record it using a single camera instead of a multi-camera setup?<\/span><\/p>\n While a great stage design is important since all eyes will be there for much of the production, some event planners can go overboard. Your event production company may be able to offer some inexpensive alternatives (after all, not <\/span>every<\/span><\/i> event needs an LED video wall). Check out our story <\/span>How to Get Creative With Your Event Stage on a Budget<\/span><\/a>.<\/span><\/p>\n With the right budget, breakout sessions can be extremely dynamic productions. But oftentimes, breakouts are short and mostly involve tables of teams talking, before they\u2019re headed back into the main event space. So, when trying to save money, it\u2019s generally more important to have a <\/span>stand-out main space<\/span><\/a> where most time will be spent and less produced breakout spaces.<\/span><\/p>\n If you\u2019ve worked with an event production company before, chances are they\u2019ll cut you a deal for coming back to them (they want to keep you as a customer as much as you want to keep things simple). And if you\u2019re working with one for the first time, try to build a relationship with them so that when your next event rolls around, you can call on them and they\u2019ll be ready to roll\u2014often for less than it would cost to find a new company. An added bonus? Once they\u2019ve worked with you, they\u2019ll begin to understand your needs and your style, making the next event even smoother sailing.<\/span> Putting on a great event takes a lot of effort\u2014and finding ways to save takes quite a bit more! Remember, never be afraid to ask a vendor to explain everything on their bid and offer cost-cutting suggestions; if they\u2019re dismissive or of little help, chances are they\u2019re not right for you. If you\u2019re planning an event and would like to speak with a hard-working and easy to work with team, <\/span>contact the crew<\/span><\/a> at One Way today!<\/span><\/p>\n2. Get Multiple Bids<\/span><\/h3>\n
3. Start from Scratch<\/span><\/h3>\n
4. Understand the Crew\u2019s Roles<\/span><\/h3>\n
5. Scrutinize Labor Hours<\/span><\/h3>\n
6. Beware of Overtime<\/span><\/h3>\n
7. Get a Walkthrough<\/span><\/h3>\n
8. Negotiate<\/span><\/h3>\n
9. Make Some Cuts<\/span><\/h3>\n
10. Budget Your Stage<\/span><\/h3>\n
11. Don\u2019t Overproduce Breakout Sessions<\/span><\/h3>\n
12. Develop Relationships<\/span><\/h3>\n
![\"\"](\"http:\/\/onewayeventproductions.com\/\/wp-content\/uploads\/2019\/06\/AV_002_OFF-Guide-to-Holding-a-Successful-Event-CTA-Blog.png\")
<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"