Event planning in a time of elevated costs can feel like creating a three-star experience on a boxed wine budget – everyone wants a showstopper, but rising expenses across the board are making it harder to deliver. While event planners are universally confronting escalating expenses of 10 to 30 percent, associations nonetheless aspire to deliver top-notch events for their members and sponsors.

This challenge is commonly expressed as “How can you do more with less?” But more precisely, the question is: “How can you stretch dollars without compromising on experience?” 

This means that it’s not just cost-cutting but cost-cutting while still achieving membership growth, ensuring attendees consider your event a “can’t miss next time” commitment, and providing results that make sponsors eager to sign next year’s contracts before leaving the building.

Here are 31 curated and actionable ideas that some of our association clients have activated to walk this tightrope with creativity and savviness.

Multi-Year Vendor Contracts

When it comes to reducing costs, long-term vendor relationships are gold. By signing multi-year contracts with hotels, AV providers, and other key vendors, associations can secure lower rates and stabilize budgets. It also allows planners to negotiate better perks, like free wifi or discounted catering options.

1️⃣ Negotiate based on loyalty. Hosting multiple events a year with the same vendor? Leverage this to your advantage. Vendors often offer discounts for clients who commit to multiple events over time. This also means less renegotiating each year, fewer surprises from rising prices, and having a few event details ironed out in advance.

2️⃣ Tap into your vendor networks. Vendors commonly have partnerships with other suppliers. Ask for recommendations or bundled services that can help you save more. For example, your AV supplier might partner with a rental company that can offer a discount on equipment.

Technology & Integrations

An effective, streamlined tech setup saves time, reduces errors, and cuts costs across the board. More than 67.4 percent of event planners have changed or plan to change their event software in the next year to reduce costs. 

3️⃣ Audit your current tools for consolidation opportunities. Are you paying for tools you don’t need? Identify and discontinue functional duplication in your stack.

4️⃣ Book a competitor demo. If you haven’t explored other tech via a demo in more than a year, book one today with a different event tech vendor.

5️⃣ Get full value from integrations. Behavioral data obtained from events is critical. It can result in data that ensures more personalized outreach throughout the year. But, it amounts to little if it’s not connected to other sources of membership insights. 

6️⃣ Invest in a robust platform: A unified platform like Streampoint can cover everything for you: event registration, housing, badge printing, and lead retrieval. By having everything in one place, you eliminate silos and reduce the need for multiple, and likely costly, subscriptions.

Room Block Management

Room blocks aren’t just about finding beds for attendees – they’re a strategic tool for cutting costs and bringing in revenue. By negotiating smart deals with hotels, associations can secure rebates, earn commissions, and even leverage sponsorships within the booking process. These tactics not only help offset event expenses but also add a financial cushion, giving planners more flexibility to create memorable experiences without breaking the bank.

7️⃣ Lean in on commissions: Commissions are a hotel’s way of saying, “Thanks for the business!” With commissions, if associations fill room blocks, they earn a percentage of each room rate–meaning that attendees’ room stays don’t just help the hotel, they pad your budget too. Lock these in early to give your budgets a nice little boost.

8️⃣ Build rebates into your contract: Think of rebates as a little cashback bonus for your event. Each night booked in your room block sends some dollars back to your budget, which you can use to soften those escalating event costs or splurge on a few attendee perks. Just be sure your terms are nailed down in the contract, so you’re not leaving money on the table.

9️⃣ Open the door to more sponsorships: Room block sponsorships offer prime real estate for sponsors’ logos, ads, or special deals right in the booking portal. It’s a win-win: sponsors get premium exposure, attendees get exclusive offers, and you walk away with extra revenue.

Event Schedules & Locations

Another way to cut costs is by consolidating events. Associations should consider shortening event durations or combining events into a larger, more impactful one. This helps reduce costs on multiple fronts, like venue, staffing, and logistical costs. And, by slimming down your event schedule, you not only save money but also avoid “event fatigue” among attendees. 

1️⃣0️⃣ Decide event length: Think about how long your event actually needs to be–or should be. Consider the length of past events, and take note of new trends in event lengths. Instead of a three-day conference, consider condensing your event down to two days. 

1️⃣1️⃣ Consolidate events: You might have multiple, separate events scheduled for the year. But it’s worth considering whether any of these events can be combined into a single one. If so, you might be able to save a considerable amount of your budget with consolidation.

1️⃣2️⃣ Hit the road: Trying out roadshows can connect members of local chapters, but don’t require a plane ride for folks to gather. These can be supported with member-led panels and workshops—which can be driven by curated member-generated content. This helps reduce speaker fees, and tailors content to each chapter, giving attendees more valuable, member-driven experiences.

1️⃣3️⃣ Consider flexible scheduling: Book events during off-peak times to secure more favorable venue rates. For instance, mid-week events may be less expensive than weekend gatherings.

1️⃣4️⃣ Research creative venue options: Leverage unconventional venues (e.g., universities, co-working spaces) that might offer lower rates compared to traditional hotels or conference centers.

Food & Beverage

Food and beverage (F&B) costs often eat up (pun intended) a notable portion of association event budgets. But, there are creative ways to cut costs by thinking outside the traditional catering box.

1️⃣5️⃣ Switch meal formats: Opt for fewer meal options or lighter buffets rather than formal sit-down meals. 

1️⃣6️⃣ Skip the plastic water bottles: Use water refill stations to cut costs and promote sustainability. 

1️⃣7️⃣ Partner with local caterers or up-and-coming vendors: They may offer better rates than larger, established companies. 

1️⃣8️⃣ Ask about food and beverage minimums: Many venues will offer free event space if you meet a certain F&B spending threshold.

1️⃣9️⃣ Bundle services: Some venues offer package deals that include catering, audiovisual equipment, and accommodations, leading to overall cost savings. Associations can benefit by consolidating these services.

2️⃣0️⃣ Ensure efficient headcount management: Providing accurate attendee numbers to caterers prevents overordering, thereby minimizing waste and unnecessary expenses.

Volunteer Power

Human hours from venue staff, third-party contractors, or even your own employees can add up quickly. To help reduce costs, associations can turn to volunteers — an often-overlooked resource. 

2️⃣1️⃣ Offer incentives: Free registration, drink tickets, or VIP networking opportunities in exchange for volunteer hours can help make this a mutually beneficial arrangement. 

2️⃣2️⃣ Tap into your network: Associations often have loyal members who are willing to help out in exchange for these perks–or have individuals in their own networks who might be interested. 

2️⃣3️⃣ Assign clear roles: With good management and defined responsibilities, volunteers can significantly reduce staffing costs without compromising event quality. But, also keep in mind how much time and effort you might need to dedicate to building out a sustainable volunteer program.

2️⃣4️⃣ Provide value through access: Recruiting members or local individuals as volunteers can decrease staffing expenses. In exchange, volunteers can receive complimentary event access or exclusive networking opportunities.

2️⃣5️⃣ Lean into sponsorships and collaborations: Forming partnerships with local businesses or organizations can offset costs through sponsorships or in-kind contributions, such as providing venues or services at reduced rates.

Sustainable Practices

Sustainable practices offer a unique opportunity to not only lower expenses but also enhance the organization’s environmental impact. By adopting sustainable strategies, associations can be both fiscally responsible and environmentally conscious. 

2️⃣6️⃣ Prioritize digital materials over printed materials: One of the most straightforward ways to cut costs while being sustainable is to replace printed materials with digital alternatives. Use event apps, QR codes, or digital signage for agendas, maps, and informational guides. Beyond saving on printing costs, digital materials offer greater flexibility for last-minute updates without waste.

2️⃣7️⃣ Leverage reusable resources: Invest in reusable items such as signage, décor, and booth setups. This approach not only minimizes waste but also spreads the initial investment over multiple events, making each event less expensive. 

2️⃣8️⃣ Scope out “green” venues: Choose venues that prioritize sustainability. Many offer discounts or incentives for waste-reducing measures like recycling programs, energy-efficient lighting, and water-saving systems. These venues often align with your sustainability goals while reducing energy and utility costs.

2️⃣9️⃣ Revamp food and beverage management: Optimize catering by ordering based on accurate headcounts to reduce food waste. Choose menus with seasonal, locally sourced ingredients, which tend to be less expensive and have a smaller carbon footprint. As mentioned earlier, consider serving meals buffet-style to allow attendees to select portion sizes, further minimizing waste.

3️⃣0️⃣ Maximize energy efficiency: Encourage event attendees to use public transportation, ride-sharing, or shuttle services to reduce transportation costs. For on-site energy savings, use LED lighting and motion-activated systems, which consume less electricity and result in lower utility bills.

3️⃣1️⃣ Commit to eco-friendly swag: Work with your exhibitors to move away from single-use promotional items. Instead, encourage digital giveaways like ebooks or event credits. If physical swag is necessary, opt for durable, high-quality items that attendees can use repeatedly.

Smarter Spending, Bigger Impact

Cutting costs doesn’t mean cutting corners–it’s about being smarter, more strategic, and a little more daring. Think of it as an opportunity to innovate, challenge the status quo, and design events that not only meet your budget but exceed expectations. Whether it’s locking down a high-value vendor deal, streamlining your tech, or tapping into a volunteer army, every dollar you save can be reinvested into making the attendee experience unforgettable. The future of events isn’t just about survival–it’s about thriving with less and surprising your attendees with more. 

By adopting these strategies, associations can effectively manage rising event costs while delivering valuable and memorable experiences to their members.

Interested in learning how Streampoint can help your association do more with your event budget? Book a demo so we can discuss your needs and find you solutions.