Not all convention center rentals are the same, a fact which is pretty much unknown by the general populace. In today’s article, we will talk about ways you can save money when renting a convention center in 2022 and beyond. We are Tarrant Events Center, serving the Greater Fort Worth area. Call us at 817-996-3636 for more information about our event center, and to arrange for a tour of our facility.
Now, though, let’s talk about saving you money.
What all convention center rentals include
All convention center rentals will include the event space rental. A large percentage of them, say 90%, will include chairs and tables. The contract will clearly lay out the hours included in the rental price.
Those are the only “for-sure” things you can count on as you try to find a convention center. From there on, we are talking about amenities, extras, surcharges, etc., so it is best you are very, very clear in your understanding of exactly what it is you are receiving, and what you will have to provide yourself.
What amenities and services may or may not be included in the rental price
Food may, or may not, be included, if needed. If it is included, there will be a charge for it. Entertainment, same thing. Decorations, same thing. Linens, servers, clean-up and take-down, all extras which may, or may not, be included in the rental fee. There are even some convention centers which charge for silverware and the use of audio and visual equipment.
We are not pointing fingers when we tell you this. We are, however, telling you that you need to be very aware of what you are agreeing to. Start your search with a checklist, and on that checklist you should have, listed, every single amenity you need for your event. Take that checklist with you as you look at the various convention centers, a way to compare them all to see which is providing the best bang for your buck.
How to save money when renting an event hall rental
First of all, do not fall victim to the belief that the more you pay for an event room rental, the better it will be. That simply is not true. You can pay upwards of $10,000 for a convention center. You can also pay in the $2,000-$5,000 range. Price does not dictate quality.
If you really want to save money on an event venue rental, adopt a DIY attitude. If food is needed, either do the cooking yourself, or go out and find the best deal on a caterer you can find. If decorations are needed, the same recommendation, as well as for servers, entertainment, and take-down, set-up. These services will cost money, but if you are arranging for them, you will not pay the surcharge that a convention center would charge you. We are talking about saving hundreds of dollars with this DIY attitude, so consider it as a viable option for money-saving. If saving money is important to you, do not sign a contract with a rental agency which requires that you use their recommended caterer, decorator, or entertainment. It is not necessary and it is a waste of money in our opinion. Yes, it is more work for you, the convention-planner, but this article is about keeping costs low, and that is the #1 way to do it.
A final word about Tarrant Events Center
At Tarrant Events Center, we are all about renting space and nothing more. We provide ten floor plans for you to choose from. We have a finishing kitchen if you want to do the BYOF and BYOB thing. We supply tables and chairs, and we have no surcharges for anything, no surprise, last-minute fees. Our all-inclusive pricing policy is spelled out the day you sign the contract, and the price will not change.
And that is how you keep costs low when renting a convention center!