30 Ways to Save Money on Your Next Association Event

06 May.,2024

 

30 Ways to Save Money on Your Next Association Event

Events are a great member benefit but can become a huge expense without proper planning. Unfortunately, there isn’t a way to run an event without some spend. Venues, booking vendors and speakers, ordering banners and signage, etc all cost money. BUT—good news!—there are ways to cut back on your budget while planning.

Want more information on wireless conference system? Feel free to contact us.

Earning money from events

First off, it’s important to remember that running events—although they cost you money—will actually earn you money, too. Ticket sales should help recoup some of the cost. Of course, free events aren’t included there. You can also earn added revenue from sponsorships and selling ad space on things like your conference app.

With that in mind, though, let’s get to the list.

Top tips to save money when putting on an event

1. Know your budget.

Before you even start any of the planning, know your budget and divide it into different buckets (food, venue, etc.) so you can keep priorities in order.

2. Plan your event early.

When vendors still have a lot of availability, they are much more willing to work with you on price and may be able to include a few “extras” at little or no cost.

3. Be flexible on dates.

Rates can vary greatly by the time of year, the day of the week, etc.

4. Get at least three estimates on your big expenses

.

This includes the venue, catering, and printing. Vendors may offer better pricing when they know they are competing for your business. (And you may be surprised how much pricing can differ for similar services.)  

5. Think local.

Choosing a venue, speakers, and other vendors that are local can save you big money on travel costs.

6. Consider partnering with an up-and-coming caterer.

If you have flexibility for choosing an outside caterer, offer to promote the caterer alongside your event for a reduced rate. But be sure to get references and sample the food before committing!

7. Consider hiring a meeting planner.

While this is an additional expense initially, often their expertise can save you money in the long run. They’ll help you make the right decisions the first time, know what vendors provide the best deals, and know where there’s more room to negotiate on price.  

8. Get your venue for free.

Many venues will offer their space for free if you meet food and beverage minimums, so be sure to ask.  

9. Limit promotion of your event to email, social media, and your website.

Create an online communications strategy that builds excitement! An effective online campaign can allow you to do without any mailed pieces, eliminating printing and postage costs.

10. Reuse materials from previous events.

Do you or your venue have table decorations, linens, or other items from another event that are in good condition and can be reused? You can save a lot of money by using items more than once.  

11. Only pay for the audio/visual that you NEED.

This is one category of costs that can add up fast! Talk to your speaker(s) and find out their requirements before purchasing or renting more equipment than necessary.

12. Go mobile where you can.

If your event requires a lot of materials, you can probably save by putting them on a cloud drive (or even a mobile app) rather than printing them. And, your guests will thank you when they don’t have large packets or binders to take home with them.

13. Rethink all of your events over the course of a year.

Would it be more cost-effective to have a few large ones, or many small ones? Do the math and come up with a schedule and budget that meets the needs of your members and makes sense financially for your organization.

14. Apply fees to last-minute cancellations.

This will eliminate unforeseen reimbursements that hurt your bottom line.  

15. Use economical paper stock for your programs.

It’s unlikely your participants will be concerned with the thickness of printed materials, and it can add up to significant savings.

16. Go buffet style.

Serving in a buffet line rather than plated is often more cost effective – food-wise and service-wise.

17. Use sponsors.

Your events provide access to lots of professionals, and companies want to get in front of these people – so create a proposal and reach out!  

18. If you have a bar,

limit the number of drinks per person.

Also, you can limit what type of drinks you have to beer, wine, and maybe a signature cocktail or two. There will likely be something to please everyone, without the cost of a full open liquor bar.

19. Check out local deals on group activities.

If you have some sightseeing or other event planned, look for opportunities for group discounts.

20. Negotiate on everything.

While it can sometimes feel uncomfortable, it’s the norm in event planning. And more often than not, there’s a bit of wiggle room in pricing.

21. Look into bulk pricing.

For example, can your venue also supply the catering and AV? Are you hosting your event at a hotel where guests will be booking rooms? You’ll have more room to negotiate when you’re spending more money with one particular vendor.

22. Give attendees free time.

Attendees want time to explore on their own, and that’s good for you because you don’t have to foot the bill! Consider keeping evenings open for attendees to go to out dinner and explore the town a little. (Just be sure to provide them with some affordable suggestions!)

23. Consider purchasing AV equipment that you’ll use more than once.

Often, the cost of rental can almost equal the cost to own. Just make sure you have a backup plan if something breaks or doesn’t function correctly.  

24. Think green.

Consider cost savings that also help the environment. For example, offer hydration stations using water coolers rather than bottled waters and sodas. You’ll save money and many attendees will appreciate your efforts to go green!

25. Plan multiple events at once.

Do you have four events this year? Contract with the same vendors for multiple events for deeper discounts.  

26. Use smaller cups for beverages.

This may sound silly, but a gallon of coffee can go for up to $100/gallon in large metro areas. Using a 6oz cup rather than 8oz or larger can add up to significant savings.

27. Have a dessert or snack break in the afternoon.

Desserts at lunch often go uneaten, so saving dessert (or other snacks) until the afternoon can be practical if your guests are starting to get hungry again. Make them grab n’ go for convenience!

28. Ask for internet rates to be reduced or waived.

This is something venues are often willing to throw in at a discounted price.

29. Use volunteers where you can.

Rather than hiring outside help exclusively, ask your members for help. In exchange, offer them free or discounted registration (or some other benefit).

30. Increase revenue.

Sell speakers’ books for a percentage, produce online conference presentations that can be viewed online for a fee, etc. There are a ton of ways you can add alternative revenue streams to offset event expenses without increasing attendee costs!

Wrapping up

Successfully planning an event (and staying within your budget, especially) is all about the details. Here’s a few more resources to help you plan the best event ever.

Everything you need to know about event feedback surveys

4 tips for maximizing your conference experience

Growing your membership with events

For more information, please visit Digital Conference System.

7 ways a conference app can add value for your event

How to Choose the Right Wireless Microphone System

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How to Choose the Right Wireless Microphone System

Wireless microphones give you unparalleled onstage freedom to connect better with your audience. No matter if you’re addressing an important shareholder meeting, spreading the gospel at church, or rocking a local club, this guide can help you find the right Shure wireless microphone system.

Wireless microphone systems play a critical role in modern productions, from energetic rock concerts to passionate house of worship services and big business presentations. Musicians, pastors, CEOs, journalists, vloggers, and fitness instructors all depend on wireless microphones to get their message across loud and clear. 

A wireless microphone system offers undeniable advantages over traditional cable-bound options. A wireless system lets you take advantage of an easy setup process and eliminates unnecessary onstage clutter. And most importantly, it allows performers or speakers to move throughout the sanctuary while performing or speaking freely. With a wireless microphone system, you no longer have to make holes in the walls and floors to accommodate wired microphones. Not only does it save labor and costs, but it also protects you from unnecessary drilling! 

There are many options for wireless microphones, from simple analog microphone systems to complex, multi-channel digital microphone systems. Choosing the best wireless microphone system based on your unique needs is critical in creating an optimal sound environment for your production.

This guide will teach you several critical factors to consider when selecting a wireless microphone system and will provide you with wireless best practices. And we will introduce the latest Shure wireless systems:

Sound Quality – Analog vs. Digital Wireless Microphones 

When choosing a wireless system, sound quality is typically the chief concern. Analog wireless microphone systems use a compander – the word is a contraction of the words compressor and expander – to squeeze the entire dynamic range of a voice or instrument into the narrow frequency allocation provided for wireless mic use.

On the other hand, a digital microphone system can transmit a consistent digital sound that provides a full dynamic range without companding and gives a more natural sound to your audience. 

For further learning, take our Getting to Know Wireless course to learn more about Analog vs. Digital Wireless Microphones.

VHF vs. UHF Bands vs. 2.4GHz

Most wireless microphone systems operate in the UHF (Ultra High Frequency) band of 470 - 952 MHZ. Some work in the VHF (Very High Frequency) band of 49 – 216 MHZ. While VHF systems are typically more affordable, they will have fewer available channels. And VHF requires extremely long antennas.

However, the UHF band contains several bands that are readily available for wireless microphone systems. You can achieve high-quality audio in the UHF band and accommodate many concurrent systems.

The UHF band has been the standard for many years and typically gives the strongest and best performance due to its extensive frequency range and smaller antennas.

The US Federal Communications Commission (FCC) has limited the number of operating frequencies for wireless microphones. These limitations have caused UHF wireless microphone systems to become considerably more efficient in bandwidth use to accommodate multiple wireless microphones in a frequency band.

In addition, you can find several wireless microphone systems that operate in the 2.4 GHz band. Keep in mind that the 2.4 GHz frequency band is the same as your Wi-Fi network, making its operating range much shorter. It is best practice with 2.4 GHz wireless systems to make sure that you have a controlled environment.

Pro tip: To provide optimal communication between the transmitter and receiver, you must maintain a clear line of sight between the transmitter and the receiver.


The Basics – Transmitters and Receivers 

Every wireless mic system has two major components. One is a transmitter – typically worn or held by the performer. The other component is a receiver – which collects radio signal from the transmitter, converts it to audio, and sends the audio through a cable to your mixer or power amp.

Wireless handheld microphones usually have a microphone capsule integrated directly into the transmitter body. This integration allows wireless handheld microphones to be quick and easy to set up. Lavalier and headset mics connect to a transmitter pack, usually worn on someone’s belt.
 

Frequency Agility & Automatic Frequency Selection 

If you plan to use several wireless microphones simultaneously, each microphone must operate on a different open radio frequency so that the signals do not interfere.

Wireless microphone systems that are “frequency agile” offer users various frequency paths to work with during production. Being frequency-agile is essential if your venue requires multiple wireless microphones to operate simultaneously, or if stationed at a location with many competing signals from wireless devices.

Today, some wireless microphone systems have automatic frequency selection, readily scanning the environment for open channels and automatically picking the best one. This functionality is handy for novice users or volunteers with little experience coordinating or deploying available frequencies.

The three things you must know if you want to go wireless are:

  • What am I planning to do?
  • Where am I going to set up the mics?
  • How many microphones do I need in the same room at once?

Below are some of the most popular Shure wireless microphone systems. All systems mentioned below come with a variety of best-in-class Shure handheld, headset, lavalier, and instrument microphones. 

Recommended Shure Wireless Microphone Systems 


BLX
The ideal wireless microphone system for small venues and cord-cutting newcomers, BLX offers professional sound in a variety of convenient configurations with a simple setup and an intuitive interface for performance you can trust right out of the box. BLX is a great choice for anyone looking to buy their first wireless system. It's affordable and easy to use yet high quality.

 


GLX-D+ Dual Band 
The perfect solution for musicians and presenters who want to go wireless without complexity, GLX-D+ Dual Band operates in 2.4 GHz and 5.8 GHz ranges and offers automatic frequency management with backup frequencies. The included lithium-ion rechargeable battery delivers up to 12 hours of use, and there are multiple microphone options. The rack-mount version allows up to 16 channels on air simultaneously.

 

 

SLX-D 
SLX-D provides crystal-clear digital audio quality with >120 dB dynamic range so that you can handle a whisper-quiet pastor and loud worship bands alike. SLX-D maintains stable signals with high efficiency for rock-solid, reliable performance with up to 8 hours of use from either 2 AA batteries (included) or optional Shure lithium-ion rechargeable batteries.

 



QLX-D
Ideal for mid-sized presentation spaces, music venues, and houses of worship, QLX-D wireless microphone system supports up to 17 simultaneous systems per 6MHz or up to 22 systems per 8MHz. Featuring pristine 24-bit digital audio and remarkably efficient RF spectrum usage, the QLX-D will give you clear, uninterrupted, worry-free performance. Confidentiality is ensured via AES-256 advanced encryption that generates a randomized key for each use.

 

 

 

ULX-D 
Ideal for large conferences, convention installations, and rental companies, ULX-D wireless microphone system supports up to 47 simultaneous systems per 6MHz. Dual and quad receivers include Dante digital audio networking. ULX-D brings you crystal clear 24-bit digital audio. This wireless microphone system is loaded with the latest cutting-edge wireless technology - including predictive switching diversity, sophisticated interference detection, and AES 256-bit encryption.

 

 

 

Axient Digital 
Axient Digital wireless microphone system delivers world-class sound quality for the most critical broadcasts and live events with high channel counts. With impressively low latency, flat frequency response, and multiple digital audio output options, the sound will fill every corner of your space—clean and clear. Axient's ability to detect and avoid interference is second to none. Axient's Spectrum manager provides advanced frequency scanning. When using the Axient Spectrum Manager, backup frequencies are constantly monitored, ranked, and automatically deployed in the event of signal interference.

 

 

Shure: The Perfect Choice to Help You Go Wireless

When you're ready to take your facility wireless, Shure has the best wireless microphone systems to fit your unique needs and budget. Contact us today to get started!

Here are a few other resources you might find helpful:

How to Choose the Best Microphone for Vocals

How to Choose the Best Microphones for Home Recording

How to Choose the Best Mics for the Guitar

How to Choose the Best Mics for Brass, Wind, and String Instruments

How to Choose the Best Mic for the Pianist

How to Choose the Best Mic for the Pastor

How to Choose the Best Mics for the Choir at Worship

How to Choose the Best Handheld Mics for Worship

How to Choose the Best Mics for the Drummer at Worship

If you want to learn more, please visit our website conference room monitor.