Printing Meeting Materials on a Budget

If you work for a not-for-profit organization, chances are you are well aware of budget constraints! Many work situations involve keeping within a given budget. When it comes to coordinating a large meeting or event, sticking to that financial plan can definitely get difficult. Perhaps you have been assigned as the administrator to a given project. You most likely will be in charge of coordinating details such as catering, communication and printing - all while staying within the means of your organization.

Printing can be a costly and therefore daunting task if not researched properly. With so many Printing House competitors available, you run the risk of getting over charged for jobs that don't have to go over budget. Especially if you have a large task (brochures, newsletters, programs), it is better to shop around then stick to only a couple different competitors. Creative thinking is often the best route to get the most for less!

Do It Yourself

Consider using your own printer to do many of your printing jobs. Using your own materials and ink can cost significantly less than sending it to a printer. Paying for someone else to do the work can add up. Most offices get discounts on supplies, why not take advantage and do it yourself?

Consider the Neighborhood Newbies

On the other hand, some jobs are too much to handle for one person. Outside help may be necessary in some cases. Before you pick up the phone and dial the first large chain printer, think of the small start-up business in your neighbourhood who may not only benefit from your business, but will also be willing to give you a deal. One tip is to suggest placing the business's name on all printing materials for cheap marketing in return for a discounted price or, if you're lucky, even free! Never be afraid to research and ask for what you want.

Go Paperless

If at all possible, consider changing some communication material such as brochures, news releases, programs and posters to electronic versions. Perhaps you can save a document in PDF format and send to all attendees via email. Or you could include the necessary materials for your meeting or event on your website. This way, an attendee can view the material beforehand, in the comfort of his or her own office or living room, and print if required. This method is especially acceptable now when companies and people are doing their best to ‘go green'. The less paper the better in many circumstances.

Find Sponsors

Consider getting outside help and seek out sponsors. Sponsors are key to many not-for-profit organizations in need of funding and support. Many people and/or companies don't mind supporting a project or event if it is for a good cause and, of course, if they get recognition for their efforts.

Printed materials are often required for attendees of meetings and events. The costs can add up, however with a little creativity and thinking ‘outside the box', the expenses don't have to run too high.