4 Effective Cost Management Strategies for Hosting Convention Center Events
The success of an event can be measured in different ways, from registration and attendance rate and attendee experience, to sponsor satisfaction and lead generation. However, one of the most critical components of successful event planning is effective cost management.
Whether you’re organizing a corporate gathering, an association conference, or a large public show, the ability to bring your vision to life while staying on budget is the mark of a skillful planner and can be more achievable than you think.
Over the years, we have collaborated with several show organizers at the Pennsylvania Convention Center to help them manage their budgets without compromising their vision. Below, we share a few best practices to help you effectively manage your event costs.
Budget Early and Review Often
Developing your event budget should be one of the first activities you do when planning an event. One way to establish a realistic starting point for your budget is to research and review the event specifications from similar venues.
Having access to historical data can help you develop a more accurate plan for your event and the associated costs. In many cases, your event venue team could assist with sourcing this information and developing a preliminary venue estimate.
Once the event budget is established, it is important to continuously monitor and review the event expenses during the planning phase to ensure that you are staying on track and are able to make the necessary budgetary changes to accommodate updates to the event plan. Including a contingency line item in your budget is also recommended to be able to manage those unexpected occurrences that we all know are bound to pop up.
Involve the Venue Team Early and Use Their Expertise Strategically
With the right venue, you should be able to lean on the operations team for support, and they should be seen as an extension of your planning team.
For this to work, collaboration with the venue team should be done early on in the planning process and both teams should stay connected with regular monthly and weekly check-ins. These actions will help you to reduce risk and allow you to make the most of the venue’s resources to support your event planning goals, particularly if you are relatively new to planning large-scale events in facilities with union agreements.
Working with an experienced and skilled venue team that prioritizes safety, such as ours at the Pennsylvania Convention Center, will help you to:
- Understand the nuances of union roles and costs, allowing you to plan effectively and avoid last-minute changes and budget spikes.
- Get guidance on space and layout decisions to ensure the success of the event and the safety of your attendees.
- Get advice on electrical, plumbing, and other technical needs.
- Collaborate with partners who will go above and beyond to help you stay within your budget.
Additionally, at the Pennsylvania Convention Center, we offer a number of resources and services to support our customers, including:
- Exhibitor webinars and pre-planning meetings using proven templates and customized guidance to simplify the planning process
- Budgeting advice with our director of event management and business analysis to help meeting planners uncover cost-saving opportunities.
- In-house lighting and rigging design
- Floor plan assistance
- All-inclusive and bundled price packages
- Prop building and safety guidance
Provide Detailed Event Specifications and Accurate Floor Plans
Sharing clear and detailed event specifications with your venue team, by the deadline specified by your event manager, helps to ensure smooth planning, minimizes risks, and limits unexpected costs. When sending your specs, be sure to include:
- Complete event details with accurate timelines – your details should include:
- Setup and tear down schedules
- Full event agenda
- Rom layouts and keycard requirements
- AV needs
- Catering rders
- Any special requests
- Detailed floorplans – including electrical drops and internet access points. This will help avoid confusion, delays, and unexpected charges.
- Finalized numbers - confirm attendee counts, meal requirements, and VIP needs.
- Clear contact information - list all key contacts, including onsite leads, vendors and entertainment.
- Change management - highlight any pending decisions or anticipated changes separately.​​​​​​
Additionally, always ensure that your documents are well-organized, submitted in editable formats, such as Word, Excel, or PDF, and are formatted for easy printing.
Explore Branding Opportunities for Your Sponsors and Exhibitors
When you have a venue as large as the Pennsylvania Convention Center, several unique areas exist that can provide ideal branding opportunities for your sponsors and exhibitors and provide you with additional revenue opportunities.
At our facility, events have utilized our stairs, escalators, elevators, digital screens and more for sponsorship branding, offering greater visibility in innovative ways.
We know that hosting an event at a convention center can be perplexing, particularly if it is your first time, and the support of an expert venue team can make all the difference.
Our team at the Pennsylvania Convention Center is here to help you navigate it all. Be sure to review our additional venue resources, and let's help you build your best event – on time and on budget!
Additional Pennsylvania Convention Center Resources:
About the Authors
Mary Ann Torres, CMM
Director of Event Management and Business Analysis
With more than 20 years of experience as a leader in the events industry, Mary Ann Torres is an award-winning and respected industry expert.
Mary Ann currently serves as director of event management and business analysis for the Pennsylvania Convention Center where she leads relationship management, client retention, and assists clients through operational challenges. Mary Ann also serves as Regional Director of Events for ASM Global overseeing monthly meetings for 12 venues.
Prior to her current role at the Pennsylvania Convention Center, she was a show manager for ‘Atlantique City’ the largest indoor antiques and collectibles show an event manager at the Atlantic City Convention Center and a senior event manager at the Walter E. Washington Convention Center. She is a proud United States Army veteran having achieved the rank of Sergeant and is an active member of MPI and PCMA.
During her career, she has built a reputation among clients and employers as a reliable, transparent, knowledgeable subject matter expert within the event services industry.
Tom Betteridge
Client Utilities Manager and IBEW Local 98 Member
Tom Betteridge has been serving up high-voltage hospitality and Premium Electrical and Plumbing services since 2008. His work has always been a customer obsession with a priority focus on helping to elevate his clients' brand value in every project he takes on.
For over two decades, he has worked for industry leaders such as Elliott-Lewis, SMG, and ASM Global, and as a member of the PCC team, he has helped direct world class events such as the World Meeting of Families, The DNC, and hundreds of city-wide conventions.
Before joining these incredible companies, Tom built his foundation as a construction project manager at Fraser Electric and served as a project manager, foreman, and union steward on numerous job sites across the Delaware Valley. As a proud member of Local 98 for 38 years, he not only built a legacy of expertise but also dedicated himself to community service and local engagement.
A lifelong resident, educated locally (CCP, NJATP and Central HS of Philadelphia), and a consistent contributor to his community, he continues to combine experience and technical skills with a genuine passion for service.