How to Save Money on Conferences

Monday, 27 Dec 2010 10:45 AM

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When planning to organize a conference, you should first determine the project cost and set a budget for the conference. Experts familiar with event management software should be consulted. The project cost management team should focus on how to save money on the conference expenses. They should spend wisely to ensure the success of the conference.  
 
Convening a conference can be quite a costly affair for the organizers and the participants. Efficient project cost management will help plan a low budget for the conference. If the cost per person is low, participation is likely to be higher. Consequently, the distribution of overhead per participant will also be controlled. To save money on conferences, project cost management should ensure that overhead is kept as low as possible. Proper comparative evaluation of the best methods and places for holding the conference will be effective.
 
The project cost management team should include people who can perform functions at the conference. Persons familiar with web conference and event management software should be involved in project cost management. This will spare expenses on other things. Even resource providers can be persuaded to accept the publicity in lieu of renumeration in cash. Established and reputed members of the profession will be happy to do the honors as speakers. Service providers connected with the conference profession can also be won over to provide their services or goods for free, or at reduced rates.
 
Proper publicity must be given to make the conference a success. Project cost management should include ways to save money on a conference publicity campaign. The amount allocated for the conference budget for publicity should be reasonable, not excessive.
 
Usually, advertisement through media commercials costs more. Invite media representatives to the conference and get them to announce the event in advance as a news item. The Internet can be used effectively to get publicity at a low cost. Emails, blogs, and websites can be used effectively along with internet groups and social networks.
 
Attractive and precise printed publicity material for selective circulation is another sensible idea for cost-effective publicity. Conference resource persons and service providers should also be used for getting publicity. Volunteers at the conference must be connected to the profession; they can generate publicity.
 
Another factor that can help balance the conference budget is concentrating on the maximum possible number of local participants. Selecting local speakers and other resource persons will reduce the expenditure involved in transportation and accommodation. The project cost management team can save considerable money on the conference by limiting the number of participants. 
 
Holding a live web conference is an option that deserves to be considered. Use of electronic meeting systems and other event management software may make a web conference very productive. The best thing is that participants at the web conference can attend the conference sitting in their own offices or while at homes. This saves them considerable money on traveling, accommodation, and incidental expenses. The organizers of web conferences can save money on conference overheads and other expenses if they get expert advice.

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