Use online invitations/registrations, this also eliminates tracking manual emails
2. Use social media, networking sites to invite attendees
3. Host meetings/conferences in less expensive cities with alternative airports to fly into
4. Shuttle attendees or share a ride and/or offer limited hours instead of as and when guests arrive
5. Select less expensive venues: Art Gallery over museum or University auditorium over well known event facility
6. Look for a member of a Private club in your organization. Members have great incentives to spend in house with group events. Clubs often have multiple locations and are willing to offer a discount for hosting a series of meetings
7. A restaurant buyout can be cheaper than renting an event venue
8. Piggy back with shouldering groups by sharing speakers, entertainment, audio visual and decor
9. Use outside audio visual instead of in-house
10. Use local entertainment such as music schools, church groups, music clubs, and multi-cultural groups saving on travel expenses.
11. Use in house or produce reusable signage
12. Instead of room drops have a manned registration desk to give out materials, gifts etc
13. Base F&B on consumption instead of pp cost and offer wine and beer only, with maybe one specialty drink instead of an open bar
14. Order less expensive wines by comparing wine lists with online wine rating websites
15. Use water pitchers with glassware instead of bottled water
16. Use a semi private room which won’t have an F&B min and room rental
17. Select non-floral centerpieces or reuse floral over multiple days
18. Look at shipping linens to more expensive cities
19. Have a wireless cyber lounge: a designated "break out room", negotiate it for free with the hotel. Place signage ‘with compliments’ with the hotel as sponsor
20. Meeting planners usually can obtain further discounts on meetings rooms and ask them to deduct their sleeping room commission from their management fee
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