Stretch Your Event Budget Without Sacrificing Quality

Venues are one of the top event expenses, so choosing one is one of the most crucial decisions you’ll make. Factors to consider include:

• Location: Do you need to be smack dab in the middle of a major downtown? If not, staying a bit further away from the city center could save a lot. By the same token, staying near an airport can make sense if your guests are traveling to the event.
• What’s included: Depending on the venue, essentials such as tables, chairs, and linens may be included. However, if you're looking for something simpler and don’t need so many supplies and/or services, a stand-alone venue may be a more budget-friendly option.
• Packages: Many hotels offer bundle deals or “Complete Meeting Packages” (CMPs) that include discounted rates for services such as catering or lodging.

You don’t have to feel around in the dark when planning in a new area. Contact the Destination Marketing Organization (DMO) of the region. They should be experts in the region and tend to offer free advice about local vendors, venues, and attractions. If you’re considering anywhere in the Greater Seattle Area, reach out to Meet in Seattle Southside for help.

Timing can make or break your event budget. Consider the following factors:

• Days of the week: When speaking to venues, ask how rates differ depending on what days they cover. Even shifting the event to start on one weekend day (for instance, Sunday-Tuesday rather than Monday-Wednesday) may help.
• Time of day and year: Avoid peak travel seasons such as the summer rush or holidays to secure better deals, and consider morning or afternoon sessions, which tend to cost less than evening events.
  

Food and beverage can consume a significant chunk of your budget, but there are ways to trim these costs:

• Look for BYO catering-friendly venues: Venues that allow outside catering let you shop around for the best rates. This strategy requires more coordination, but it can save a ton.
• Consider food trucks: Who wouldn’t be excited about a taco truck? Jump on a fun trend that people love (and that often costs less than traditional catering services). Check out our guide to getting a food truck for your event.

When purchasing event materials, think beyond the immediate occasion. Reusable items, like signage stands, interchangeable backdrops, or generic branding materials, can save significant costs over time while allowing for more sustainable events. Consider modular decor elements that can be customized for different themes or occasions, and keep priorities in mind. Before investing in ornate centerpieces or personalized favors, ask yourself: will your guests truly notice or care? If your gut says ‘no,’ redirect those funds to elements that impact the guest experience, such as food, entertainment, or engaging activities.

Help attendees save money by promoting free or low-cost transportation options.

• Free shuttles: Many hotels in Seattle Southside offer complimentary shuttle services to and from Seattle-Tacoma International Airport (SEA), as well as shuttles to Westfield Southcenter Mall, the largest shopping center in Washington.
• Public Transit: In Seattle Southside, Link Light Rail is an efficient and affordable way to connect attendees to downtown Seattle and beyond. Check out our Meeting Planner’s Guide for a sightseeing-focused guide to the light rail.
• Free or discounted parking: Some venues offer free or validated parking, a significant perk for attendees driving in, so be sure to inquire about this with the venue or DMO.

Collaborating with local vendors or service providers can reduce costs. For example, AV companies might be willing to sponsor your event in exchange for branding opportunities, such as logos on printed materials or a speaking slot.

Enrich your event by including free or inexpensive activities that showcase the area’s charm. For example:

• Wellness walks: A group walk can be a refreshing way to get everyone moving while continuing to facilitate networking. Explore Seattle Southside hosted a walk that took guests from Hotel Interurban to Westfield Southcenter Mall. To make it more fun, we invited members of our pro rugby team, the Seattle Seawolves, to meet guests.
• Local parks: If the weather is nice, host an outdoor networking session or team-building activity at a park, such as Des Moines Beach Park. Bring supplies for outdoor games, such as a frisbee, cornhole, volleyball net, or even some pickleball paddles and balls.
• Free cultural attractions: Check out public artwork and see if museums or colleges offer low-cost experiences. For example, the Marine Science and Technology (MAST) Center in Seattle Southside is free to the public on select days most weeks. You can also download the free Seattle Southside Scenes Trails to discover the region's arts, culture, and history.

Tapping speakers or entertainment who already live in the area the event is taking place can save a lot on travel and hosting costs while adding meaning to the event. For a conference in Seattle Southside, for instance, the hosts recruited speakers from community organizations. Guests learned about culture and history, the surrounding ecosystem, and the local sports scene, allowing them to gain a deeper appreciation for the region.

These small adjustments can have a big impact on your bottom line. Let these ideas inspire your next event, and if you’re researching regions for your next event, be sure to reach out to Explore Seattle Southside to learn more.