Ways to Pay Less for the Conference Facilities of your Choice

In the current economic climate everyone with a budget needs to find a way to cut costs without compromising quality. That is a challenge that affects both the buyer and supplier.

In order for venues to be able to provide the same standard of conference facilities and service that the client enjoyed pre-recession, it is imperative that clients and venues work together finding effective ways to cut costs and secure better value for money. Of course, to achieve this both parties will need to show a degree of flexibility.

The danger in driving rates down recklessly as a quick fix (both from clients who want to save money at any cost, and venues who are desperate to fill space) is that the product ends up being devalued and, inevitably, valuable corners such as staffing levels and the quality of produce will be compromised.

Here are 3 ways to pay less for what you want.

1. The early bird catches the worm

With the economic situation being rather unpredictable at the moment it will be relatively easy to negotiate rates until the end of next year at this year’s rates. Most venues are holding their rates for next year but no one knows for sure when the demand will increase, and with high demand comes high rates.

Therefore book as far ahead as you can, sign contracts and secure the dates and rates you want!

2. Be flexible

Everyone knows there are certain weeks that any venue with conference facilities can sell a few times over. If the venue does not have your preferred date available enquire about dates in a quieter week at a reduced rate. Most venues will jump at the chance to secure your business.

3. Expect your delegates to be flexible

In recent years the conference week has shrunk from Monday - Friday to Tuesday - Thursday instead. Why? It is because those days are the most convenient days for the delegates. Expect your delegates to be more flexible and attend one or two day meetings at the beginning or the end of the week. Most venues will offer reduced rates for meetings on Mondays and Fridays.


Keep the above guidelines in mind when you negotiate with your favourite venue and do not compare conference facilities on the first quote alone. Always try to visit the venue and compare like for like. If a venue looks better aesthetically, offers better facilities and equipment and boasts well maintained buildings and grounds then that is usually the reason why the rates are slightly higher.

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