Attending a conference can get quite expensive. You have to get your ticket and pay for transportation. If you don’t live near the conference venue, you’ll need to book accommodation. You need to consider the cost of food and drinks throughout the event. There are a lot of factors that go into attending a conference and the little costs associated with them can really add up. Thankfully it can be pretty easy to budget for a conference without overspending. All you need to do is set yourself some ground rules and you’ll be coming home with money in your pocket.
Here are a few tips on how to budget for a conference without overspending.
Set a Budget and Stick to It
Before you do anything else, check to see what the price of the ticket will be and then set a budget around it. Once you know how much the ticket will cost you, you can figure out what other things you’ll need to pay for. Some other things you’ll need to add to your budget are travel, potential accommodation, food, and drink. Try to come up with a figure you’re comfortable with and then stick to it when you attend.
Book Travel and Accommodations Early
Lots of conference venues are strategically located near big hotel chains. And many times, these hotels will partner with the conferences which means you may be able to find a discount. If you can book your travel and accommodations early you’re also more likely to get a better rate. Leaving things last minute will bump up the costs.
Consider Room Sharing
If you’re attending a conference with someone you work with that you’d feel comfortable sharing a room with, see if they would be willing to share one. By doing this you can split the cost of the hotel room and save a considerable amount of money.
Look for Discounts
Depending on when you register for a conference, you may be able to get a discount or even register for free. Additionally you might be sent offers in the lead up to the event if you’ve subscribed to the conference’s newsletter. They may have partnered with a hotel group or even have discount codes for train tickets.
Pack Food and Drinks
It’s never a bad idea to pack some snacks with you and bring a water bottle to a conference. There are usually places to fill up your bottle throughout the conference venue. If you’re allowed to bring your own food, it might be a good idea to pack a sandwich as the food inside might be expensive.
Take Advantage of Free Activities
The best way to budget for a conference without overspending is to find some free activities. At large conferences there are often freebies or events going on at different stands. There may be sponsored evening activities where you’ll be able to get some free food and drinks. Most of the time you do have to sign up for these events in advance, but it’s definitely worth your time to do so.
Conference Venues
If you’re not attending a conference anytime soon but you are looking to put one together and you’re in need of a venue, you’re in luck! VenueScanner has an amazing selection of spaces available for hire. From London conference venues to Manchester meeting rooms, you can find a great selection of venue rentals on site. We also have a great team who can help you out if you need additional support! Fill out our Venue Finder form and someone will be in touch!
We wanted to share a few of our favourite conference venues for inspiration. In London we love Hijingo, which can be set up for a conference and then at the end of the event you can play their immersive bingo game. Another London conference venue is Tottenham Hotspur Stadium, which is an excellent choice for large events. In Birmingham you can find The Foundry, a modern conference space and in Manchester, 100 Embankment has a number of spaces great for a conference.
