Meeting Planner Tips from the Pros: How to Get the Best Value for Your Program

A great meeting doesn’t have to mean a bigger budget. In fact, some of the best opportunities to save come from small changes that attendees may never even notice.

From being flexible with dates to knowing the right questions to ask your venue, here are a few tips from the pros for making your meeting budget go further—without sacrificing the experience.

Be Flexible With Your Dates

Dates can have a major impact on pricing. Before locking in your program, ask your venue where they have the greatest availability around your preferred timeframe.

Could a weekend program shift to Sunday through Tuesday? Could the last few days of one month move to the beginning of the next?

Even a small adjustment can sometimes open the door to better rates, availability or added value.

Don’t Default to the Premium Space

Not every reception, meal or breakout needs your venue’s most premium event space.

Instead, tell your sales manager what you’re trying to accomplish and ask what other spaces could work. A smaller room with a great view or an unexpected setting can create just as much impact while keeping costs down.

Save the premium spaces—and your budget—for the moments when they matter most.

Compare Your Transportation Options

Uber and Lyft are convenient, but individual rides can add up quickly.

Before defaulting to rideshare, ask your hotel or venue about group transportation and compare the total cost. A scheduled round trip may provide better value while also creating a smoother experience for attendees.

Choosing a walkable destination can reduce transportation needs even further.

Share Your Budget Early

Don't be afraid to talk numbers.

If you have a firm food and beverage budget, share it with your catering team early and ask what they can create within it. This is especially helpful for government, nonprofit and community groups working within specific per-person limits.

Your venue may have options you wouldn't know to ask for.

Think About Where Attendees Actually Spend Their Time

It’s easy to get caught up in securing the best room category, but consider how much time attendees will actually spend there.

Would your group rather have premium rooms—or could some of that budget go toward a memorable dinner, group activity or special event?

There’s no single right answer. The goal is to put your dollars where they’ll have the greatest impact.

Sell the Experience, Not Just the Room

Attendees may not remember exactly which room category they stayed in, but they’ll remember the experiences they shared.

Think about your program as a whole. Identify the moments that matter most and prioritize your budget around them.

Sometimes spending a little less in one area gives you the freedom to create something unforgettable somewhere else.

Ask the Most Important Question

Your sales manager knows where the opportunities are. Use that expertise.

One of the best questions you can ask is:

“If this were your program, where would you make adjustments to get the most value from my budget?”

You might be surprised by the answer.

At The Coeur d’Alene Resort, our meeting professionals work with planners to find creative ways to balance budget, experience and the goals of each program.

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