As the year winds down, event planners everywhere face the familiar challenge of the “use-it-or-lose-it” budget. These remaining funds, if not used by the end of the fiscal year, are typically forfeited. But here’s the good news: if you’re looking to maximize your 2024 budget and plan for impactful events in 2025, pre-booking speakers with flexible dates might be the perfect solution.
At Gotham Artists, we work with event planners to lock in exceptional speakers without the need for final event details, allowing you to optimize your current budget while preparing for a dynamic year ahead. Let’s break down how flexible speaker bookings can help you make the most of your funds and why they’re a powerful tool for future event success.
What Is a “Use-It-or-Lose-It” Budget?
Many organizations operate on a “use-it-or-lose-it” basis, meaning any budget left unused at the end of the fiscal year doesn’t roll over—it disappears. While this encourages effective spending, it can also leave planners rushing to use their funds, sometimes on purchases that don’t serve their long-term needs.
The goal with any budget, especially a use-it-or-lose-it budget, is to invest in things that will create lasting value. For event planners, securing renowned speakers for future events is an effective way to lock in high-quality talent while avoiding end-of-year pressure to spend quickly. Learn more about the importance of strategic event planning and budgeting.
Why Pre-Booking Speakers Works for “Use-It-or-Lose-It” Budgets
Pre-booking a speaker allows you to reserve funds now while gaining the flexibility to finalize event dates later. With this approach, you don’t need to scramble for event details or specific topics right away. Instead, you’re able to hold those funds, secure your preferred speakers, and finalize details when you’re ready.
This is ideal for companies planning multiple events, including annual conferences, team-building workshops, or training sessions. Here’s how it works to your advantage:
- Flexibility: Pre-booking means you’re not tied to a specific event date. You secure the speaker now and can work out the details when your timeline is set.
- Availability of Top Speakers: High-demand speakers book up quickly, so reserving them early guarantees their availability and ensures you’re not left scrambling at the last minute.
- Maximized Budget Use: You allocate the remaining budget toward a high-impact investment rather than settling for a last-minute, lower-value purchase.
Benefits of Pre-Booking Speakers with Flexible Dates
Opting to pre-book speakers for the future provides both peace of mind and practical advantages. Below are some of the key benefits that make this strategy worth considering.
Lock in Today’s Rates
Speakers, like many other professionals, adjust their rates over time. By booking in advance, you lock in the current rate and avoid any price increases that may happen next year. This can be particularly valuable for budget planning, as you’ll know exactly what costs to expect.
Guaranteed Availability
The best speakers are often booked months or even a year in advance. By planning ahead and securing a speaker now, you ensure you won’t miss out on having a top talent at your event simply because they’re unavailable. This is especially important for events where a specific speaker’s expertise or reputation aligns closely with your theme or goals.
Strategic Planning for Future Events
Pre-booking gives you the luxury of time. Rather than rushing to decide on event topics or themes, you can take time to carefully plan each aspect of your event, ensuring that the speaker’s content will align seamlessly with your objectives. Read more about the importance of strategic event planning.
Who Should Consider Pre-Booking?
If you’re planning events in 2025 but still have funds available for 2024, pre-booking is a valuable strategy to consider. Ideal situations for pre-booking include:
- Annual Conferences: Secure top speakers to engage and inspire your audience with a focus on your industry’s latest trends.
- Company Workshops: Book motivational speakers, leadership coaches, or experts in team-building for workshops, knowing you have flexibility on scheduling.
- Employee Training Events: Secure experts who can deliver workshops on diversity, mental health, innovation, and more, reserving your spot without committing to a date.
- Special Interest Panels or Roundtables: For panel discussions, having a speaker or moderator pre-booked ensures you bring the best expertise to the table.
Ready to Maximize Your Budget?
Pre-booking speakers with Gotham Artists is straightforward, flexible, and an efficient way to maximize your budget. If you’re looking to make the most out of your 2024 “use-it-or-lose-it” funds, our team is ready to help you create an agreement that meets your needs and guarantees a memorable experience for your future events.
By securing speakers now, you’re not only investing in your budget’s future value but also gaining the flexibility and time to craft a meaningful event experience. Don’t let your remaining budget go to waste—use it to secure the top talent that will make your events truly impactful.
Contact Us Today!
If you’re ready to explore your options for flexible speaker bookings and ensure your budget goes toward a valuable investment, reach out to our team at Gotham Artists. We’re here to help you plan for the future while making the most of your current resources.
With Gotham Artists, you’re not just securing a speaker; you’re setting the stage for inspiring, powerful events that leave a lasting impact. Contact us today to discuss how we can partner with you to make your next event exceptional.
