Exibitor Magazines’s ’2010 Economic Outlook Survey’ indicates that 33% of exhibit managers plan to cut staff travel and accommodation costs this year. With many companies still recovering from the GFC, sticking to budget has never been more crucial. So how can companies look at minimising these travel costs? Candy Adams suggests the following ideas;
1. Recruit staff/products from the local area – minimise the cost of airfares, accommodation and freight.
2. Book hotels with complimentary breakfast and transfers - for staff that do require accommodation, look for hotels that offer complimentary breakfast and transfers (or otherwise have a partnership with a preferred supplier that can get you a discounted rate).
3. Rent a car for your staff - this may work out cheaper than paying for taxi’s and transfers. It’s also preferable and convenient to have your own means of transport and be able to go to and from the exhibition should a situation arise, for example if you need extra supplies for your stand.
4. Organise group meals and buy groceries for your team – hotels and restaurants will undoubtedly be much more expensive, and the last thing you want is your staff leaving expensive bills on your desk when you return back to the office. Group meals are a great way for the team to bond and communicate throughout the event. Exhibitions often involve long hours and can be very tiring. By stocking up on supplies, your team will appreciate having snacks readily available and the ability to be able to eat their dinner quickly and have more time to sleep/unwind.
5. Negotiate hotel rates – ask the venue if they can offer you a discounted rate for booking several rooms.
Do you have any further ideas on how you can cut travel costs at your next exhibition? Leave a comment below.
