Meetings & Events savings programme

How much is unmanaged Meetings & Events really costing you?

Naboo becomes your Vendor of Record for Meetings & Events: one quote, one PO, one invoice, one point of contact. Your teams book as before, your Procurement team captures the value.

Estimate my value

Colleagues in a meeting in a bright loft office, seen through green plants.

01 · The overspend

The same $10,000 event. A $2,590 gap.

Two invoices for the same need. Here is where the difference comes from.

Illustrative example based on averages observed by Naboo: negotiated savings (price, rebates, avoided cancellation penalties), cost avoidance (supplier onboarding) and working-capital value (payment terms). The $2,590 gap is 26% of the event budget, a weighted average across Naboo events, 80% of which are under $10,000. Results vary depending on your spend scope.

	Booked directOff-process · $11,000 all-in, for a $10,000 need	Under controlWith Naboo
Negotiated savings · on quotes
Negotiated price on every booking	Non-negotiated price	−$1,500
Cash back & volume discounts	Not included	−$150
Waived cancellation penalties	Not included	−$50
Cost avoidance · supplier onboarding
Supplier onboarding	New supplier to onboard · 1.5 suppliers × $500 = $750	No supplier to onboard · −$750
Working-capital value · payment terms
Payment terms	Deposit 80 days before the event	Payment 45 days after the event, 125 days later · −$140
Contract
Supplier T&Cs	Signed locally	Included
Total	$11,000	$8,410 · $2,590 saved

Simulator

How much are you leaving on the table?

Estimate based on Naboo averages, for a company with $500,000 of annual Meetings & Events spend across 80 events a year.

Annual Meetings & Events spend$500,000

Number of events per year80

Estimated value per year$128,000

of your spend26%

Negotiated savings$75,000RFP discounts · Savings vs. BAR (public rate) · Waived commissions · Waived cancellation fees, year-end rebate & cashback

Cost avoidance$48,000Supplier onboarding avoided · Sourcing time, invoice processing

Working-capital value$5,000Cash advance on deposits and payment terms

The problem

An unmanaged category. An immediate savings lever.

What CPOs of large listed groups tell us about their Meetings & Events spend.

Naboo survey of 88 CPOs, September 2026.

per supplier, per year$500–1,000Onboarding and upkeep in your vendor base. 1.5 new suppliers per event on average, often used only once.

of spend lost to cancellation penalties1.1%Supplier T&Cs signed locally, outside the Procurement process. Through Naboo: 0.6%, with standardised MSA terms.

in missed savings opportunities15%Without consolidated spend and negotiated benchmarks, savings are difficult to identify and capture consistently. Nobody measures the savings or cost avoidance on this category.

02 · The offer

A single Vendor of Record working for your Procurement team.

Six Procurement challenges, one answer. Pick the one that matters to you.

15% negotiated savings on average

Between first and final quote, on every booking.

Two colleagues reviewing a printed quote together at a laptop by a sunlit window

Control Tower savings for 2025: $148,010 total savings and 4.6 times value delivered, split into direct savings from the RFP process and the BAR price, and indirect savings from supplier accounts and sourcing time avoided

−90% process cost

One contract, one PO, one consolidated invoice. Up to 90% lower process cost.

Sales kick-off in Lisbon where venue, catering, AV, DJ and transport merge into one Naboo invoice of $38,500 billed to your company: 5 suppliers, 1 payment, 1 supplier in your ERP

+125 days of cash flow

We pay suppliers within 7 to 15 days, but you pay us on your own terms, within 45-60 days.

Supplier payments made by Naboo: venue deposit, catering balance and AV in GBP paid, entertainment and transport balances scheduled, each supplier paid in its own currency

100% of bookings made through Naboo follow your defined Procurement rules

Standardised T&Cs, cancellation terms visible before signing, GDPR and DPA in place.

Event policy for France with caps of $600 per person per night for offsites and $80 per person for business meals, 14 preferred suppliers and 3 excluded countries, flagging a team offsite above cap for approval

1 single platform, by entity, event type, supplier

All spend live in the Control Tower: by entity, event type, supplier.

Control Tower event pipeline with 6 proposals, 3 pending approval and 14 confirmed, listing a confirmed sales kick-off in France, a board offsite in the UK pending approval and a team offsite proposal in Spain

CSR criteria built into sourcing

CSR criteria in sourcing, local suppliers, footprint of every event.

15% negotiated savings on average
Between first and final quote, on every booking.

03 · Risk & compliance

Nobody vets a venue for a simple dinner.

What changes when the event goes through Naboo.

	Booked directOff-process	Under controlWith Naboo
Compliance	Off-process	100% of bookings in process
Supplier standards	Not verified	ESG, GDPR, ISO 27001
Duty of care	Teams not located	100% of events located
Payments	Up to 10, their terms	Just 1, your terms
Visibility	Invoices, months later	100%, from day one
Status	Off-process · 0/5 criteria covered	Under control · 5/5 criteria covered

Results

What our clients see after 6 to 12 months.

Across our clients under contract.

between first and last quote15%

2025 savings

accounts, invoices, payments−90%

Process cost

satisfaction of employees who organise events with Naboo86

NPS

of bookings made through Naboo follow your Event policy100%

Compliance

In their words

Procurement view

“Closing event supplier accounts seemed radical: one line in the policy was enough. Today, 90% of our M&E spend is under control and we save 25%.”

Head of Indirect ProcurementCAC 40 services group

Laure PechmalbecCategory Manager Marketing & Communication, Arkema

FAQ

Frequently asked questions

Do my teams need to change their habits?

Very little. Your teams keep choosing their venues and suppliers, they simply book through Naboo. Naboo handles contracting, payment and invoicing.

How is the 26% calculated?

26% is the weighted average across Naboo events, by event size: the mean, not a worst case. It combines negotiated savings, cost avoidance and working-capital value. The Overspend section shows the breakdown for a typical $10,000 event.

Is it compatible with our ERP?

Yes: one contract, one PO and one consolidated invoice in your ERP's format. No new supplier account to create.

Does the assessment commit us to anything?

No. It's free and with no commitment: you leave with the number.

Human where it matters. AI where it helps.

Our technology works behind the scenes to make every part of the process faster, more efficient and more transparent, while our dedicated teams stay right where they belong: by your side.

Victor Sion

Procurement Advisor · France

victor@naboo.app

+33 7 57 90 69 69

Naboo card ranking three London venues by criteria, over a room of chairs and yellow curtains

AI enabled

AI lets us work at a speed and scale that simply wouldn’t be possible manually. Our advanced technology takes on the heavy lifting across sourcing, comparison and negotiation; finding the right options faster while bringing greater transparency to every cost.

Hand holding a phone against a blue sky with a Naboo notification: we are awaiting your signature

Seamless by design

The power of Naboo lies in people and technology working as one. Every part of the journey connects on one AI-powered platform, reducing friction from first brief to final invoice.

Next step

Two colleagues review documents together at a laptop by a window.

Let's size your category together.

Book a meeting with a Procurement Advisor to calculate your real figure with your own data. Free, no commitment.