Hosting an in-person meeting can be a game-changer for engagement and connection—but it often comes with a price tag that makes you think twice.
The good news? With a little strategic planning, you can stretch your budget without sacrificing the experience.
Sales manager Robin Poling shares a few tips to help keep costs in check while still delivering a memorable, impactful meeting with measurable results.
Let’s see what she has to say.
Stretching Your Meeting Budget: Smart Strategies for Big Impact
1. Be Strategic About Timing: When You Meet Matters
One of the easiest ways to save on meeting costs is to plan around peak days.
Robin suggests, “Hold your meeting on a Monday or Tuesday versus a Thursday, Friday, or a Saturday.”
Why does this work?
Hotels typically see lower occupancy on Sundays and Mondays, so they’re eager to fill their rooms and conference spaces early in the week. This means better rates for meeting planners who can be flexible with their schedules.
Shifting a meeting by just a day or two could result in significant savings on room rates and meeting space fees.
2. Get Specific with AV Needs: Plan Ahead to Avoid Surprise Costs
Audio-visual setups can be a hidden money drain if not planned out early.
Do you need a high-tech setup with microphones and multiple screens, or will a simpler setup do the trick?
“Understanding what audio-visual you need…and last-minute changes always cost you money,” Robin advises.
When you’re clear about your needs from the start, you avoid those costly last-minute additions that can take a big bite out of your budget.
Get quotes early, compare your options, and only pay for what you really need—your budget will thank you.
3. Lock in Catering Details Early: Avoid Last-Minute Add-Ons
Food and beverage service is often a major expense for meetings, but last-minute changes can skyrocket those costs.
Robin warns, “Last-minute changes always cost you money…because the hotel has staffed for what you’ve told them you needed.”
When you finalize your catering and banquet orders well in advance, the venue can plan more efficiently, and you’ll avoid rush fees for last-minute changes. This also helps avoid the dreaded “all hands on deck” scenario, where venues need to bring in extra staff or materials at a premium.
RELATED: How to Plan a Successful Event: 6 Tools Every Meeting Planner Needs
4. Get Creative with Space: Use What’s Already Included
When working with a tight budget, think creatively about how to use your space.
Does your hotel or meeting venue have outdoor areas you can use for breakout sessions?
Robin notes that the ability to “get outside” is a perk of in-person meetings, and using outdoor spaces can reduce the need for additional rented meeting rooms. Many venues offer these areas at no additional cost, and outdoor sessions can add a refreshing twist to your agenda.
5. Make Every Dollar Work for You
A tight budget doesn’t mean a low-impact meeting. Focus on what your attendees want and need most from the experience.
As Robin emphasizes, “What is their return on their investment? What’s the expectation?”
Knowing these answers helps you allocate funds where they’ll have the most impact.
Skip the extras that won’t make a lasting impression and put your resources into the elements that will make attendees feel valued and engaged.
A well-targeted experience will deliver a higher ROI, no matter the budget.
Delivering a Higher Meeting ROI
Stonewall Resort has hosted many groups that have experienced tangible benefits from in-person gatherings.
One example Robin shared involves teams coming together post-acquisition: “Bringing those teams together in a strategic planning and providing teamwork so they know how their teams work together… that’s your return on investment.”
The opportunity to build cohesion among different teams leads to an organized, consistent front, which ultimately strengthens the brand.
Ready to Experience the Value of an In-Person Meeting?
Stonewall Resort isn’t just a meeting venue; it’s a place where ideas are born, teams connect, and real progress happens. From breathtaking natural surroundings to expert meeting planners like Robin, who understand how to maximize ROI, Stonewall is the ideal place to make every meeting memorable.
Have questions? Reach out to us here >>