What does consolidating event spend mean?
Consolidation is often the highest-value move in event procurement — and one of the most misunderstood. Done well, it centralises leverage while leaving choice with the teams.
Step 1 — Establish the baseline
Begin with spend analysis to see the full picture: who is spending, on what, and with which suppliers. This is also the foundation for event spend visibility.
Step 2 — Find the overlaps
Look for the same categories bought many times over — multiple caterers, several AV firms, overlapping venues. These duplications are the immediate targets for supplier consolidation.
Step 3 — Design one sourcing framework
Create a single route to source events — a framework that captures spend, applies consistent terms and feeds reporting. This is where a preferred supplier programme and clear governance come in.
Step 4 — Negotiate on aggregated volume
With volume concentrated, negotiation becomes far more powerful. Consolidated commitment is worth more to suppliers than scattered bookings.
Step 5 — Keep local choice
Consolidation should centralise leverage, not creativity. Teams still choose their events; they simply choose from a competitively-sourced network. This balance is the theme of our guide to centralised vs decentralised event procurement.