Are you the event planner for your department or your entire organization? Finding a date, selecting a venue, and organizing activities can be a serious challenge, especially on a budget. With businesses tightening their belts as we ride out economic uncertainties, less money is available for team gatherings. But with coworkers spending increasing amounts of time working outside the office, it has never been more important to bring everyone together.
While those little watercooler chats might seem frivolous, in-person interaction is vital for various reasons. From team bonding to acknowledging colleagues' hard work, investing in bringing teams together, face-to-face can reap significant benefits in employee engagement and retention. But what tips and tricks can you use to
make your budget go the extra mile? At TravelPerk, we have gathered our top 8 cost-saving hacks for corporate travel planners to reduce spend and streamline the event management for their next team gathering. Let's dive in!
While June, July, and August are the most popular months for leisure travelers, winter holidays can also see prices soar and availability wane. Weekdays in April, May, September, and October are typically good for business travel, with employees back in the office from their holidays and more cost-effective options for accommodation and transport available for group bookings.
Before booking any flights or transportation, check if your fares are non-refundable or if a more flexible option exists. Accommodation cancellation policies can also vary hugely, so check with your provider whether a more generous policy is possible with a non-refundable deposit.
FlexiPerkfrom travel management solution
TravelPerkallow travelers to cancel their travel plans up to two hours before departure with no questions asked and 80% refund guaranteed. Travelers can cancel itineraries directly on the TravelPerk platform or contact a real human in customer support in just 15 seconds, 24/7, 365 days a year.
- How many people are you bringing together?
- What would be a convenient location that reduces the amount of travel for most participants?
- What is the purpose of this event? What kinds of meeting spaces might you need?
As we will soon see, if you want to bring your employees together for some straightforward team bonding, staying local with some activities at HQ could be a great money-saving option. However, if you are hosting a larger event, you might need more extensive arrangements.
A hotel might be a better backdrop if you need a conference space and accommodation for employees. Many big-name brands have loyalty schemes that give members additional points and perks for hiring their event spaces. If you are a smaller team, Airbnb has fantastic cost-effective options with their range of inspiring venues designed with corporate gatherings in mind.
There are many low-cost team-building activities, including several that you can host at the office to keep spending low. Whether it's an old-school sports day or a buffet-style team dinner, with some creativity and help, you can ensure everyone has a great time without breaking the bank, and this leads us nicely to…
Instead, keep your items practical and simple so you can buy in bulk and reuse them for other purposes. For example, stylish notebooks branded with your company name can be gifted to new hires during their onboarding process or handed out at expos or conferences.
To stand out, go the extra mile and record short interviews with employees. Ask them to briefly describe the event and how they feel about working for your company. There will never be a better opportunity to capture their excitement on film and show prospective candidates what a special group they could join!
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As well as providing a streamlined process to book team travel, solutions like TravelPerk now offer
dedicated events planning tools. Taking the hassle out of organizing your travel program, their platform can help coordinators book travel for multiple team members for one event, track signups, and disseminate any necessary details in just a few clicks. Plus, thanks to the simple-to-use tagging feature, travel managers can track all costs related to a single event in real-time in one collated report.
Sadly we all learned the hard way that plans can change! But with a travel management solution, you won't be left frantically calling or emailing your corporate travelers to update them. Through a simple mobile app, employees receive real-time notifications for any itinerary changes or security concerns for their trip. On top of these valuable tools, TravelPerk users can save up to 25% on their travel spending with the easy-to-use
Want to see how utilizing TravelPerk’s range of tools can transform event planning and corporate travel for your organization? Reach out and speak to our teams for a