Out-of-the-Box Money Saving Tips for your Next Offsite
Out-of-the-Box Money Saving Tips for your Next Offsite
BoomPop Team · 10/17/2024
Planning a retreat isn’t just about project managing hundreds of checklist items and keeping everything organized, it’s also about creativity. Creativity with theme, creativity with activities and most importantly, creativity with budget. Yes, you heard that right!
We recently shared how creative themes can help you filter your budget in the most unsuspecting ways. Now, let’s talk about how you can think creatively to unearth out-of-the-box money saving tips for any offsite, regardless of a theme. We’ve got a few expert-level offsite planning tips to help you streamline research time and squeeze more out of your budget.
Expert Offsite Planning Tips to Save Money & Maximize Your Budget
Compare Meeting Space Options: Co-Working Spaces vs Hotel Meeting Spaces
Although it may be the first idea that comes to mind, do you need to host your offsite meeting and strategy sessions at the hotel, or are you open to other locations that could come at significant cost savings?
Because in many major metropolitan areas, co-working spaces are currently thriving, and they may also be your best bet for stretching your budget - and not just because of the difference in the cost of the space. There are lots of other fees and “invisible” costs to consider:
When you host a meeting at your hotel, typically:
No outside food is allowed
Service and gratuity fees will be added to menu offerings
Food and beverage minimums will be required
Contract tech services will be through the hotel, including paying for supplies, set up and take down services, etc.
On the other hand, if you find a co-working location within a reasonable distance to the hotel, you can look for spaces where:
Meeting room configurations are in an ideal set up
IT equipment and plugins already in place for presentations
It’s easier and less expensive to order food directly from a chosen vendor to have delivered into the office
You won’t incur additional hotel fees that can really add up
With this option, you’ll also want to consider if it’s inconvenient or tricky for your agenda to travel to a coworking space, along with the cost and time of travel to a different location. Sometimes, the budget savings doesn’t make up for the convenience of meeting downstairs. Compare and contrast pricing differences along with these pros and cons and see what makes sense for your event.
Every offsite or retreat is different, and we see great for teams hosting these types of events at both hotels and coworking spaces. But alternative meeting spaces can be a creative way to stretch your budget, so it’s worth a bit of time to consider the alternatives!
2. Consider Local Transportation Options: Renting a Car vs Scheduling a Shuttle
While most guests will be flying into the offsite location, for local transportation, consider whether car rentals may be a better option than hiring drivers or shuttles. If you can time guest arrivals close together, having a few team members be designated to rent a car during cohorts of guest arrivals, will help streamline airport to hotel transportation.
This is a perfect solution for smaller team retreats or if there are a group of guests arriving at an off time. This can also reduce the need for additional transportation during the retreat, especially if you've planned activities that are further from the hotel.
Compare the costs for the following scenarios to see what makes the most sense for your event, location, and group size, and consider the transportation needs not only from the airport to the hotel, but also the added cost of transportation during the event itself.
Uber/Lyft/taxi (and tip) for each person to and from the airport and each onsite location
Shuttles for groups of guests
Multiple car rentals for use during the retreat (and potential parking costs)
Car rentals might not be ideal for international trips or in busy cities with high parking fees, but they can be a great solution for less populated areas with longer distances to travel that can help save on local transportation costs.
3. Get Creative with Programming: Go Virtual with Your Guest Speaker
If there's a key person your team wants to learn from or someone perfect to moderate a strategy session, consider if they really need to be flown in for the retreat for just an hour or two. Flying in guests, whether entertainers or speakers, can quickly add up when you consider fees, lodging, food, and riders.
As with most events, this idea may work for some and not for others. Would this person still have the same impact if they presented via Zoom instead of in-person? Or, their role is to set the tone or energize the group, would having them in-person be more effective?
Not only can rethinking onsite versus remote for programming and entertainment help you reduce added travel costs, it may also open up opportunities to work with different types and calibers of guests whose appearance fees or locations could otherwise be difficult to manage. Getting creative with how you approach programming and guest appearances at your events can be a great way to balance stretching your budget while providing a great, unique experience.
Tap into Your Creativity with the Right Event Partner
Planning a retreat or offsite requires a level of panache that can test all your different skill sets, but it doesn’t have to be stressful! When you work with BoomPop, team of experts can handle everything from venue sourcing to activity coordination, allowing you to focus on fun details your guests won’t soon forget. Contact us today to see how easy it is to get started planning your next team event with BoomPop.
Featured resources
8 Steps for Planning Your Company Retreat
A resource for new organizers on creating fun, productive, and successful corporate events.
