First, get a firm commitment (preferably signed) as to the budget amount.
Then, start planning the event based on the available funds. Create
a spread sheet to lay out the initial budget and keep updating it as
the event changes. Date each new version and save it separately. Figure
out where it makes sense to allocate expenses.
If holding a seminar whose primary focus is training, it makes sense
to invest more money on qualified, expert trainers and whatever technical
equipment
they and the participants need to learn in the most efficient and enjoyable
manner. Quality snacks and a tasty lunch can earn a lot of goodwill
from attendees at an eight hour workshop.
If trying to relay an impression of quality, consider a luxury venue
and décor in a more expensive city. Alternatively, a well-thought
out goody bag may create awareness long after the event is over. One
software company
handed out pocket knives containing a gigabyte memory stick embossed
with the company name. It cost about $50 per knife, but the buzz was
huge.
| Ottawa Conventions.com
Event Planning 101
Chapter 1: Planning an Event
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