BUDGET MANAGEMENT KEEPS YOUR CORPORATE EVENT ON TRACK
Our team knows the intricacies of corporate events and has developed the timelines, tools, and resources needed to ensure your event management budget planning process goes smoothly.
When you partner with us, you’re not just hiring a planner—you’re getting an expert who understands business events, vendors, and venues nationwide.
WHY CHOOSE
EVENT SOLUTIONS
Why Choose Event Solutions For Event Budget Management?
When you work with an agency that specializes in corporate events, you get a unique understanding of business events. We are familiar with the intricacies of these events as well as vendors and venues nationwide.
- Invoice Management
- We Carefully Manage Line Items
- Factoring in Equipment Rentals
- Venue Rental Negotiation
- Staff & Union Management
- Supplies and Purchases
Many venues book out months in advance. We consider the type of event, like hybrid events, virtual events, or in-person events, to find the right venue. See our Event Venue Calculator Tool to help you locate the perfect venue.
WHAT
WE DO
We collaborate with you using our experience and innovative methodology to help you reach your event goals. Controlling those budgets and event costs to maximize event ROI is vital to the success of any business event. We can help with event technology, social media promos, and planning future events. Our dedicated team looks forward to crafting a successful event with you.
Anticipate Every Cost: Our Comprehensive Approach to Budget Control
Event budget management involves factoring in many things.
Venue AV and lighting needs are an important factor in business events. So, too, are the utilities and power behind them.
Sometimes, a venue does not have the fittings and allowances you need, and our managers will need to bring them in from outside. These can be unforeseen aspects of your budget. Our network of venues allows us to inform you about which ones suit your needs.
In the same regard, inspections, security, and insurance are important details in your budget. We need to bring in fire marshalls and security to ensure attendee safety. Meanwhile, insurance is vital to cover any unexpected occurrences.
We’ll also take into account other vital needs, like permits, taxes, and waste management needed for your event. Our budget managers also account for guest count, and extra guests attending. We look out for potential cost fluctuations, be it in food and beverage or other factors.
Our managers also anticipate hidden costs, unforeseen circumstances (like weather), and common occurrences using our experience to guide them. You need to anticipate hidden fees and unforeseen expenses in your budget.
We reconcile all costs for you after the event, summing up what we did when, where, and why. Our managers take reporting seriously. Their reports include information on popular and expensive items. This helps you plan better for your next event.
PROVEN SUCCESS
RESULTS & CLIENT SATISFACTION
Incentive Trip for Employees – A Week in Vegas
One online casino decided to treat their remote workforce to a week in Vegas. This incentive trip for employees included liaising services with travel, hotel, restaurants, and entertainment for the full week.
Client Challenge/Objective:
To coordinate a week-long incentive trip to Las Vegas for a remote workforce, handling all aspects of budget management for travel, accommodations, dining, and entertainment.
Solution:
- Our event budget management provided exclusive experiences within a tight budget framework, alongside our destination management company in Las Vegas.
Results & Impact:
- We successfully managed the budget and logistics for all meals, rooms, and activities, ensuring a seamless and high-quality incentive trip for all employees.
“People were arriving from all around the world to meet in person for the first time. The experience they received from Event Solutions was priceless and memorable. We explored Las Vegas in a way that was so much fun and engaging.
Since we’ve been back to work, I have noticed how revitalized the team is. The workweek has never been more enjoyable or productive.” Nancy – VP Risk Management
BEHR Team Building & Sales Meeting
One online casino decided to treat their remote workforce to a week in Vegas. This incentive trip for employees included liaising services with travel, hotel, restaurants, and entertainment for the full week.
Client Challenge/Objective:
To plan and execute a three-day international sales meeting for 1,200 attendees in Las Vegas, while meticulously managing a complex budget that included a multitude of venues, vendors, and activities, and to successfully navigate unexpected costs.
Event Solutions’ Strategic Approach:
- Leveraged our DMC, venue scouts, and event managers to find and secure multiple locations, book a resort, and organize diverse team-building activities, all while ensuring adherence to the client’s budget.
- Ensured cost-effective logistics by making the most of the client’s allocated budget and time, securing ideal meeting spaces and necessary A/V and equipment.
- Proactively managed vendor relationships and contracts to ensure all elements, including adventurous team-building activities like hiking, biking, and a Jeep tour, were executed within the financial plan.
Results & Impact:
- Successfully executed a large-scale, multi-venue international sales meeting that met all of the client’s objectives for team building and camaraderie.
- Maintained strict budgetary control despite the complexity of managing numerous locations and vendors, showcasing our ability to deliver a high-quality event on a set budget.
EVERYTHING
YOUR EVENT NEEDS
Your Blueprint for Success: Strategic Event Budget Management for Tangible Results
At Event Solutions, a successful event budget is born from a collaborative and transparent process. We partner with you every step of the way, ensuring no detail is overlooked and your event becomes a true investment in your team and your brand.
1
Strategic Budget Development
We begin by defining your key goals and establishing a transparent, itemized budget. We’ll outline everything from venue rentals and catering to staffing and permits, ensuring every decision is strategically aligned to deliver the specific outcomes you’re looking for.
Proactive Financial Management
2
Once the budget is set, we take proactive control. We meticulously track all invoices and costs in real-time. Our expertise in industry relationships allows us to secure the best rates, negotiating on your behalf to maximize your event’s value while staying within your financial parameters.
3
Comprehensive On-Site Control & Reporting
On the day of your event, we ensure every part of the plan is executed within the agreed-upon budget. After the event, we provide a detailed financial report that reconciles all costs. This offers complete transparency and valuable insights, helping with future planning by highlighting popular items and cost-effective strategies.
Complete Budget Management for All Types of Corporate Events
With over 35 years of experience, we negotiate the best options for you with venues, vendors, and service providers. If you need a top rated event planning company with budget control, you’re in the right place. Contact us now at 1.800.366.0603.
