Events teams are increasingly expected to bring the 'WOW', with limited resources to achieve it. This paper explores how a blend of creativity, innovation and partnerships can deliver impactful events on a shoestring.
As we navigate the ever-changing world of events, doing more with less has become more than just a necessity—it's an art. At HeadBox, we see firsthand how resourcefulness fuels innovation, helping event professionals thrive even when faced with tight budgets and limited resources.
This whitepaper is our way of sharing practical insights and creative strategies. It’s about reimagining what's possible when we harness the power of technology, foster meaningful partnerships, and approach planning with fresh, inventive thinking.
Throughout this paper, you’ll find stories and strategies from industry pioneers who have mastered the art of impactful events on a shoestring. These insights will inspire you to push boundaries and see constraints not as limitations, but as opportunities for innovation.
We hope the knowledge and experiences shared here will empower you to craft unforgettable events that resonate long after they’ve ended.
Let’s redefine what can be accomplished, embracing resourcefulness as the new norm.
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It’s the age-old paradox of the events industry: doing more with less. Reduced teams, short lead times, budget restraints, tight bump-in schedules and last-minute changes are all common challenges companies are facing. The organised chaos behind the scenes is hidden beneath the success of the live experience, and events teams often have short turnarounds before planning their next events.
Reports show that the volume of events in 2025 has grown, whilst budget constraints remain the top concern among event professionals, spinning the thread of doing more with less ever so thin. This comes amid an uncertain global economic environment, with rising inflation driving higher costs across venues and suppliers. Whilst event professionals are well-versed in handling a melting pot of challenges (it comes with the job title), the playing field is shifting beneath the industry’s feet.
The evolution of technology creates a valuable addition to the event professional’s toolkit, but also requires a sharper analysis of event strategy. Attendees expect immersion and personalisation, not just during, but pre and post-event. Simply repeating what worked in the past overlooks the growing hunger for events that feel tailored to the individual. Specialised events are becoming the only way to encourage people to give up their time to attend and make the effort to give up a ‘work from home’ day.
With the events landscape evolving, these challenges create a ground zero for exciting innovation. Prioritising resourcefulness lays the foundation for creative thinking. By leaning on partnerships and technologies, events teams can continue to create truly great experiences.
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“It all starts with the brief. We encourage clients to think beyond the logistics and focus on the purpose."
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The sheer volume of events, paired with an endless online algorithm of content, has created a hunger for authentic connection and story. Events that have clear messaging, particularly one that attendees can latch on and connect to, will cut through the noise. Such events don’t require an unlimited budget, but instead a deep understanding of your target audience and a strong strategy to match.
As Nishane Karunaratne, Head of Partnerships at pay.com.au notes, "sitting across from someone turns a 'maybe' into 'let’s do it' faster than any Zoom call. It’s also a great way to build deeper personal relationships with clients and partners.”
When resource is limited, quality over quantity becomes more important than ever.
HeadBox's Event Planning Lead, Mireia Peris, highlights that "it all starts with the brief. We encourage clients to think beyond the logistics and focus on the purpose; what do they want attendees to feel, remember, or do after the event? Being clear on the 'why' helps us steer them away from rinse and repeat events and toward more meaningful, outcome-driven experiences."
Amidst a growing cost-of-living crisis, it’s no surprise that events themselves have become more expensive. Food and beverage, travel and hotels are among the increasing costs events teams must navigate, alongside a shrinking budget. With limited resources comes an inevitable shift in behaviour; not only in venue and destination selection, but in strategic budget placement. Event planners are beginning to book venues for key events up to 12 months in advance, giving them the necessary time to think creatively about their upcoming event calendar and how they can do things differently.
Changing behaviour
Event planners are starting to book venues up to 12 months in advance, highlighting a shift in booking behaviour
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Events are a team sport; with the backdrop of limited resources and reduced teams, it’s time to welcome more players. Recent studies show 75% of event planners are using AI, providing opportunities to not only streamline admin but create uniquely immersive experiences.
Partnerships also present an untapped resource; engaging and working with partners earlier creates more opportunities, with more time to work through creative challenges to create something truly special.
Alex Bryant, ANZ Events Manager at BCG, says "I use ChatGPT all the time in my role, and I love it. I use it for ideation, helping to draft comms, and helping to pull through reports."
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The event calendar can sometimes feel like a task reserved for auto-pilot; crossing over last year’s events, dotting the ‘i’s on the same venues and content as the race to get the events themselves organised becomes the priority. However, in today’s event landscape, a new approach is needed. Increasing expectations have become entangled with the sheer volume of events on offer, making it a more elusive task to turn an RSVP into attendance. Nick Love, Head of Corporate Marketing at NEXTGEN Group, highlights that "one of the biggest changes post-COVID was an upsurge in people wanting to get out, but now it’s more difficult getting people out and about. We have to be respectful of their time and make sure it’s a premium experience that they will want to attend.”
Elusive certainly doesn’t mean impossible, but it does require stepping outside of the BAU (business-as-usual) to ensure the effort given matches the reward. A new formula to consider? Intentionality + creativity = impact.
"Now it’s more difficult getting people out and about. We have to be respectful of their time and make sure it’s a premium experience that they will want to attend.”
"People remember a good coffee, a useful insight, or a laugh together; that memory beats another EDM in the inbox.”
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Every event has a driving purpose. From launching new branding to covering new strategy or supporting your team’s bonding, there’s a beating heart behind every invitation and calendar reminder. It’s vital to consider why you need to host your event; what is the driving force behind bringing people together, and what do you want them to feel or do once they leave? Nishane Karunaratne, Head of Partnerships at pay.com.au, highlights "people remember a good coffee, a useful insight, or a laugh together; that memory beats another EDM in the inbox."
The concept of ‘red-thread’ storytelling can be a powerful way to understand the purpose behind your event; what is the thread that connects this purpose, the value of each logistical choice and how your event aligns to the company’s broader strategy? The concept of ‘red-thread’ storytelling can be a powerful way to understand the purpose behind your event; what is the thread that connects this purpose, the value of each logistical choice and how your event aligns to the company’s broader strategy? Aligning a core red thread is what drives act.3’s activation strategy, strengthening every touchpoint to drive success for events that not only meet KPI’s, but further build community and brand awareness. Katie Derham, a Project Manager at act.3, notes that “every element of an activation is intentional and tied back to the brand’s core story. It’s not just about creating something that looks good; it’s about ensuring every detail has a reason to be there. For a brand moment to be truly impactful, it must serve a purpose—aligned, considered, and connected. The visual may catch the eye, but it’s the meaning beneath the surface that leaves a lasting impression.”
Whilst a shift in attendee expectations has taken centre stage, this can also be seen in stakeholders and clients. Events are valuable tools in driving company objectives but they are also inherently visible, leading to an increasing demand for the ‘WOW’ factor. Being able to communicate clear intent behind each choice ensures all parties understand the strategy (and tempers expectations that aren’t always feasible).
As the purse strings tighten on event budgets, being intentional about your choices becomes the key to unlocking your event’s potential. Once you know the driving purpose behind your event, this can support strategic decisions around what is a nice-to-have and what is a must-have.
Mireia Peris, HeadBox's Event Planning Lead, notes that the process begins by reviewing the event objectives to uncover what is a non-negotiable, and what can be scaled back. "From there, we look at where the budget can work best, whether that’s through technology (like automated check-in or hybrid platforms), smarter venue selection, or reallocating spend toward impact areas like content or guest experience.”
There are a number of factors that can be reconsidered to drive budget efficiency. Being flexible on your event dates and location (where possible) can have a great impact on your bottom line. Surrounding suburbs to the CBD can sometimes only add an additional 5-10 minutes travel time, whilst getting attendees out of their day-to-day environment in a venue that may offer different creative opportunities.
Alex Bryant, ANZ Events Manager at BCG, knows the importance of being agile in budget allocation. "If we want to do something ‘WOW’ and we want to invest in a really inspiring speaker - we’ll shift the budgets around. So instead of having a sit-down dinner we might do a cocktail event and make it shorter, and we’ll put the money into different activations."
Re-using materials and styling can not only help balance your budget, but can support your event’s sustainability. Get creative; how can you breathe new life into current materials and utilise them in unexpected ways? Creative design specialists This Space have an extensive inventory of versatile pieces, each of which can be upcycled and transformed to minimise waste, whilst providing necessary impact. Styling Manager Rebekah Walsh notes "sustainability is increasingly at the forefront of the events industry, with a growing expectation for us to demonstrate environmental responsibility as global citizens. As our team anticipated, it has become a non-negotiable, from recycling and upcycling to local sourcing for catering and other items, to re-purposing post-event.”
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"We always try to fill the room with the right people. Quality over quantity, this is one of the things we do better than anyone else."
Events can sometimes feel like an exercise in logistics, email threads and spreadsheets, but at its core events are built on creative thinking. Converting goals and dollar signs into tangible, impactful experiences is a skill not everyone possesses, making the Events Team invaluable. When resources become scarce, creative thinking (driven by a well-outlined strategy) becomes the event planner’s ultimate tool.
Styling and creative design are vital to building the world of your event; they also offer the most opportunity for creative problem-solving. A growing trend of themed events reflects a clever (and interactive) way of spending wisely; creating something memorable and eye-catching, whilst focusing on a tailored approach to supplier resourcing. For events working on shoestring budgets, venue choice can also become a strategic investment. If you typically book a blank canvas function room for networking, consider saving styling budget by instead choosing a lush courtyard or a space with pre-styled interiors. Changing scenery can also create an unexpected surprise and delight moment for annual events.
Quality over quantity becomes an important mantra for resource-limited teams. A stacked registration list always looks good, but having more foot traffic doesn’t always convert to success. James Bright and Nick Love from NEXTGEN Group outline the importance of having the right people in the room. "Events get done to death, it is important to try a different format. We always try to fill the room with the right people. Quality over quantity, this is one of the things we do better than anyone else- people will pick our event over another event."
Reducing your guest list to key prospects not only ensures quality conversations but can also be another way to strategically shift budget.
The new event landscape requires a shift in defining the ‘WOW’. With many companies pulling back on ‘flashy’ events amid economic challenges, so too do expectations of events looking or feeling the same to achieve the same level of success. Successful events are no longer measured by the length of an RSVP list or the size of a venue. Feedback, social media engagement post-event, brand loyalty, employee well-being and healthy team culture are just some of the key metrics to determine an event’s impact- how exactly does your event live on once bump-out is complete and the doors are shut?
Danielle South, HeadBox's Event Coordinator, observes how even re-approaching small elements of an event can drive positive feedback. "Encouraging our clients to think outside the box has driven fantastic feedback post-event. A shift away from more formal conferences meant thinking outside the box, utilising lounge seating instead of traditional theatre-style. Small changes like these can have a great impact on the overall experience and attendee feedback.”
"Encouraging our clients to think outside the box has driven fantastic feedback post-event. Small changes can have a great impact on the overall experience and attendee feedback.”
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Whilst global workplace burnout is on the decline, Australia continues to have one of the highest burnout rates in the world (as Melbourne Business School notes, we are a ‘burn-out country’). Events are a high-pressure environment at the best of times, with a reputation for stress. When doing more with less feels like an ever-looming challenge, resourcefulness becomes just as important to maintaining your team’s health as it is to producing great events.
It’s no secret that stacking events on top of each other can create the perfect breeding ground for mistakes and unexpected curveballs, but it also creates an exhausted and stressed-out team. If you’re working with a reduced team, doing large events back-to-back is a resource drain and won’t give you time to generate the same level of excitement from attendees.
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Technology has always been at the forefront of innovation within the events industry. From the rapid pivot to virtual events during COVID to the movement towards innovative event software, making the most of new technology is the key to doing more with less. Streamlining processes and redistributing the heavy load of admin provides teams with more time to do what technology cannot; human-centric creative thinking. In 2025, events teams need to learn how to integrate and optimise, or risk being left behind.
When human resources are limited, technology is there to bridge the gap. The events industry itself is notoriously slow at evolving, despite the tremendous benefit new technology presents. It is through this gap in development that the idea of HeadBox was born 10 years ago. Humans are creatures of habit; the well-worn folder of spreadsheets and paper registration lists can feel hard to let go of. However, as event teams are spread thin, tradition must make way for innovation and resourcefulness.
Platforms like Badge unlock a new engagement medium through digital wallets, enabling event organizers to deliver seamless, interactive attendee experiences without the friction of app downloads. From initial event promotion through post-event loyalty and engagement campaigns, Badge utilizes wallet-native functionality such as QR codes and mobile push notifications to drive attendee interaction and streamline on-site processes. Dynamic event passes can also be instantly updated, allowing organizers to make real-time changes such as schedule adjustments or venue updates seamlessly communicated to attendees. This reduces the need for manual check-ins, freeing teams to prioritize meaningful attendee interactions and strategic event management.
With new technology, it has never been easier to crunch the numbers and gain a clear data picture of your event calendar. A variety of platforms, like HeadBox, provide accurate reporting on overall spend, average spend per event and granular cost-breakdowns, meaning you don’t have to waste time sourcing the information across various spreadsheets. A variety of project and content management systems like Asana and HubSpot create a clear, accessible way to track your progress (especially for larger events, when a high volume of tasks make the process more complex).
AI, VR and instant access to entertaining content have created the perfect storm for rising attendee expectations. Events need to be interactive and innovative to capture attention and longevity; whilst this doesn’t require generative AI photobooths and VR headsets at every event, it does mean taking a more calculated approach to the overall experience (and no, this doesn’t mean just on the day).
To amplify brand awareness, incorporating engaging experiences like photobooths or professional photography can encourage attendees to generate and share branded content organically. Wallet engagement solutions like Badge extend interactivity beyond the event itself, using mobile wallet notifications and updates to maintain ongoing attendee engagement. Badge Co-Founder and Chief Commercial Officer Jason Senn emphasizes the importance of leveraging wallet technology to address specific communication needs, reduce friction, and foster deeper attendee engagement. Jason notes that "the better you engage event attendees with relative mediums, the quicker they're going to get and understand your message."
Embracing technology to optimise the event experience doesn’t just fall on the event planner; hotels are continuing to invest in real-time translation, tracking cameras for presentations and AI-powered voice assistants to stand out from the crowd and provide the interactivity attendees have come to expect. If you have a reduced AV budget, consider venues with enhanced in-venue capabilities to ensure a seamless flow, whilst supporting your budget to go that extra mile.
"The better you engage event attendees with relative mediums, the quicker they're going to get and understand your message.”
AI will transform the way we work, but cannot replicate the human touch that is so integral to the success of events.
The evolution of AI, particularly over the last 12 months, has captured the attention of the global workplace. Recent research shows 75% of event planners are already using AI (a 19% increase from 2024), with this year’s AIME program covering AI as both one of the industry’s key opportunities and challenges. It’s certainly not showing any signs of slowing down. The MIT Technology Review predicts a range of expansive trends in AI development, whilst ChatGPT is rumoured to be exploring a Shopify integration, changing the way users can utilise LLMs (large language models). Amidst the backdrop of such development, events teams can no longer afford to ignore AI.
AI is a powerful tool to drive productivity, especially as teams become smaller and time-poor. PwC’s newly released report notes that, in industries most exposed to AI, ‘productivity growth has nearly quadrupled’. LLMs like ChatGPT, Gemini and Claude (among countless others) can be engaged to support with initial brainstorming, alongside time-heavy admin tasks like drafting emails, sorting data and crafting reports.
AI-integrated software can also provide personalised support, crunching the numbers on tasks that would otherwise take days, not hours. HeadBox’s own Events Team benefit from AI-integrated venue recommendations when creating proposals, providing an initial framework to further research and build out innovative venue choices.
Fear is one of the most influential factors in avoiding AI. Old habits and systems can be hard to pivot from, particularly when the solution appears to be making your own role redundant. However, it is important to note that, as the demand for AI-led skills and development of AI itself increases, so too does the demand for human-driven skills. AI will transform the way we work, but cannot replicate the human touch that is so integral to the success of events.
Site visits are a key part of the events process, but can also take hours of travel with hefty carbon emissions to match, particularly for out-of-state events. Whilst in-person site visits can never be replaced, the virtual site visit is an invaluable asset for the modern event planner, allowing teams to shortlist their favourite venue options. 3D models provide interactive, virtual walkthroughs that can be accessed anywhere, at any time. With key information at your fingertips and a link that can be shared with key stakeholders in seconds, 3D models are exceptionally useful for interstate and international events. HeadBox’s 3D Studio tours utilise bespoke, AI-powered avatars to walk teams through each space. The venue booking process can be lengthy, particularly when senior decision makers need sign-off. 3D models provide an efficient and interactive way to condense this process.
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Many hands make light work. This is certainly true when it comes to events, with teams relying on the careful coordination of various stakeholders and a number of specialists to make the magic happen. This exercise in trusted collaboration becomes even more crucial when events teams are feeling the pinch. Bringing in creative partners early in the planning process ensures you can drive the most value from your event, from allowing for the best price negotiation to creating time for innovative brainstorms and problem-solving. The Sunshine Coast Event Industry Association (SCEIA) notes that ‘value-aligned partnerships aren’t just the future - they’re the foundation of sustainable, successful events’, with a renewed focus on ‘shared purpose’.
Top Tip
Create a list of questions for your supplier during briefing so you can brainstorm any challenges and get a better understanding of their recommendations. This will also create a clearer path post-briefing for action items.
Events teams are multi-disciplinary, requiring oversight and tactical thinking on a range of operations. From budget management and strategy to understanding AV requirements and crafting interactive itineraries, events teams need to remain agile while wearing a dizzying number of hats. This can become increasingly tricky in smaller teams, as planners are progressively expected to be a ‘jack of all trades, master of all’. If your team is under-resourced, relying on knowledgeable partners can lighten the load, allowing your team the time to do what they do best.
Partners and suppliers are specialists within their chosen field, providing the intricate knowledge needed to find the perfect solution for your needs. If your hybrid conference requires live feeds from virtual presenters, multiple screens of content and audio feeds to run simultaneously, a skilled AV team can not only recommend the best set-up, but manage a seamless experience on-site. If your styling budget is low but you need an immersive environment for a new brand launch, styling and creative design partners can lean on their extensive inventory, technology and sensory-driven experiences to make your budget go the extra mile.
Events are becoming more complex as attendee expectations shift and evolving technology generates a wealth of new opportunities. Events teams can rely on the expertise of suppliers to navigate the ‘how’ and ‘what’, releasing the pressure to be a true ‘jack of all trades’.
When resources are limited and lead time is tight, it can feel like a race to the finish line. Choosing the same venue, or providing entertainment with the small portion of remaining budget, can feel like the logical option. However, folding partners and suppliers in early enables you to make informed, strategic choices that, ultimately, promote smarter budget spend. The growing need for greater collaboration was a core message at this year’s edition of AIME, highlighting the need for a shift in understanding event partnerships. Suppliers and partners shouldn’t just be engaged when making your way through the checklist, but rather during the early pre-production stage. Longer lead time, a clear understanding of the brief and the foundation of collaboration, rather than allocation, provides the best results.
The knowledge of events agencies can be particularly powerful when it comes to venue sourcing. Local city expertise, paired with established venue relationships that allow for better negotiation, can take the stress out of one of the earliest, and most crucial, steps in the planning process. It can also be particularly helpful for interstate and international events, especially as agencies on the ground can save time and money by conducting site visits on your behalf.
Engaging suppliers early can make the difference between a good event, and an event with true impact. When provided reasonable lead time and the ability to identify creative solutions, suppliers can truly work at their best. Creative design specialists, This Space, use advanced software to create hyper-realistic renders for design concepts, allowing for a precise level of detail. However, this level of customisation and pre-visualisation becomes difficult when not provided the necessary time. Rebekah Walsh, Styling Manager at This Space, highlights how short lead times can not only impact venue options, but also the level of customisation. "From a design perspective, short lead times restrict our ability to incorporate custom elements that could further elevate the event and create a truly unique experience for the client.”
"Short lead times restrict our ability to incorporate custom elements that could further elevate the event and create a truly unique experience for the client."
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"Short lead times restrict our ability to incorporate custom elements that could further elevate the event and create a truly unique experience for the client."
Events teams are multi-disciplinary, requiring oversight and tactical thinking on a range of operations. From budget management and strategy to understanding AV requirements and crafting interactive itineraries, events teams need to remain agile while wearing a dizzying number of hats. This can become increasingly tricky in smaller teams, as planners are progressively expected to be a ‘jack of all trades, master of all’. If your team is under-resourced, relying on knowledgeable partners can lighten the load, allowing your team the time to do what they do best.
Partners and suppliers are specialists within their chosen field, providing the intricate knowledge needed to find the perfect solution for your needs. If your hybrid conference requires live feeds from virtual presenters, multiple screens of content and audio feeds to run simultaneously, a skilled AV team can not only recommend the best set-up, but manage a seamless experience on-site. If your styling budget is low but you need an immersive environment for a new brand launch, styling and creative design partners can lean on their extensive inventory, technology and sensory-driven experiences to make your budget go the extra mile.
Events are becoming more complex as attendee expectations shift and evolving technology generates a wealth of new opportunities. Events teams can rely on the expertise of suppliers to navigate the ‘how’ and ‘what’, releasing the pressure to be a true ‘jack of all trades’.
"Short lead times restrict our ability to incorporate custom elements that could further elevate the event and create a truly unique experience for the client."
Events teams are multi-disciplinary, requiring oversight and tactical thinking on a range of operations. From budget management and strategy to understanding AV requirements and crafting interactive itineraries, events teams need to remain agile while wearing a dizzying number of hats. This can become increasingly tricky in smaller teams, as planners are progressively expected to be a ‘jack of all trades, master of all’. If your team is under-resourced, relying on knowledgeable partners can lighten the load, allowing your team the time to do what they do best.
Partners and suppliers are specialists within their chosen field, providing the intricate knowledge needed to find the perfect solution for your needs. If your hybrid conference requires live feeds from virtual presenters, multiple screens of content and audio feeds to run simultaneously, a skilled AV team can not only recommend the best set-up, but manage a seamless experience on-site. If your styling budget is low but you need an immersive environment for a new brand launch, styling and creative design partners can lean on their extensive inventory, technology and sensory-driven experiences to make your budget go the extra mile.
Events are becoming more complex as attendee expectations shift and evolving technology generates a wealth of new opportunities. Events teams can rely on the expertise of suppliers to navigate the ‘how’ and ‘what’, releasing the pressure to be a true ‘jack of all trades’.
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Partnerships are built on trust. Finding partners that not only align but can be relied upon to generate impactful results can be a time-consuming process, making it vital to craft networks as you go. Building strong relationships with partners ensures that future events can be a more streamlined experience. Katie Derham, a Project Manager at act.3, says “ensuring you have a collaborative network of suppliers, partners, and creative talent is key. It is so important to have long-lasting relationships with suppliers as they will help you with savings, alternatives, repurposing, and being there for you to lean on. Exploring niche markets to discover new talent is just as important; there is a supplier for everything, but it can be hard to find them. Creating that massive network of collaborators is important so you can work with them when you need and create something amazing.”
Bringing in suppliers early can be a great way to start building these ongoing partnerships; it’s also easier to identify creative alignment when you can work together early in the production process. When working on a high volume of events, being able to rely on creative partners can take the load off high-pressure periods for your team, reducing the possibility of burnout.
Events have always been an exercise in doing more with less. Teams must weather the perfect storm of evolving technology, rising costs and the increasing need for personalised, interactive experiences, all while managing dwindling resources. Whilst the challenge can seem impossible, there are plenty of tips and tricks to add to the toolkit.
Clear strategy and purpose create the framework for resourcefulness, allowing your team to make informed decisions that drive the budget to go that little bit further. Utilising technology, from AI-powered software to digital registration, not only streamlines the event process, but produces the interactive experience attendees have come to expect. At the forefront of this strategic thinking is the emphasis on partnerships. When you allow partners and suppliers to collaborate, rather than allocating their services, you can proactively identify creative solutions, all whilst providing the time required for good negotiation.
By re-examining and optimising the way teams approach events, this new landscape can be navigated with confidence. Impactful events aren’t measured by size or glamour, but through the engagement of attendees whose thoughts and needs have been carefully considered.
Innovation, creativity and resourcefulness provide the recipe for success for teams that are willing to embrace the challenge.
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