You want to plan an event that will wow your guests, but you don't have a huge budget to work with. How can you create a memorable event without breaking the bank? Here are some tips and tricks to help you save money and impress your attendees.
A theme can help you narrow down your choices for the venue, decor, food, and entertainment. It can also make your event more fun and engaging for your guests. Choose a theme that suits your audience, purpose, and occasion. For example, you can go for a retro, tropical, or masquerade theme. You don't have to spend a lot on fancy props and costumes. You can use items you already have, borrow from friends, or buy from thrift stores or online marketplaces.
With a limited budget having a theme would have to take into account the kind of event and your target audience. If a black tie event you would not want cheap props in which case I would go for a colour as in table decorations lighting etc. most venues supply lighting and many have different coloured up-lighters.
What is your event about? Research local vendors that might benefit from the type of event you want to host. Start with new and upcoming businesses in the area that can use the tradeoff in foot traffic. Speak to management about guaranteeing a certain number of attendees in exchange for using their venue, and secure an event sponsor willing to cover any difference not covered by ticket sales. Plan ahead, and advertise the event properly, as securing a sponsor for the event will take time. Some venues will work with you and allow you to pay the day of the event, which will help. Note: Restaurants are a good place to start and often many will have a reserve area for events.
Be flexible with dates and times. Use online tools and apps. Get creative with food and drinks. Hire local talent or amateurs. Ask for help or donations.
The date and time of your event can affect the cost of the venue, catering, and other services. If you can, avoid peak seasons and days, such as holidays, weekends, and evenings. You may be able to negotiate lower rates and get better deals if you book your event on a weekday, morning, or afternoon. You can also check for last-minute cancellations or discounts from venues that have availability gaps.
Flexibility with dates and times can make a world of difference when planning an event. By avoiding peak seasons and days, you not only save on costs but also open up opportunities for unique and creative scheduling. I've seen firsthand how booking on weekdays, mornings, or afternoons can lead to more affordable and memorable experiences. And keep an eye out for last-minute deals, as venues occasionally have unexpected availability gaps that can work to your advantage. Being open to alternative timing can be a game-changer in event planning!
Development of the platform for growth and development and strengthening of the financial, social and cultural foundation for the underprivileged section of the society with creative methods aimed at the growth and improvement of people to reach a future without weakness.
You don't need to hire a professional designer, printer, or marketer to create and promote your event. You can use online tools and apps to make your own invitations, flyers, posters, banners, and tickets. You can also use social media, email, and websites to spread the word and generate interest. Some platforms also offer features to manage registrations, payments, and feedback. For example, you can use Eventbrite, Canva, or Mailchimp.
There is no need for a design, marketing, or printing degree these days! Creating eye-catching event materials is a breeze with tools like Canva, which offers amazing free templates. Designing your own website? Piece of cake with platforms like Wix. And supporting small businesses on Etsy for physical materials not only adds a personal touch but is often more sustainable and budget-friendly. I personally don't come from a design background, but by getting hands-on and thinking a little outside the box, our events maintain the personal touches of large-scale well-funded events at a fraction of the price.
Food and drinks are essential for any event, but they can also eat up a big chunk of your budget. To save money, you can opt for a buffet, potluck, or finger food instead of a sit-down meal. You can also make your own snacks, desserts, or cocktails, or ask your guests to bring their own. Another idea is to partner with a local restaurant, bakery, or brewery that can offer you a discount or sponsorship in exchange for exposure.
One of my favorite ways to cut down on beverage costs is to host a beer/wine only bar, but then add a signature cocktail. The cocktail can coincide with the event theme, and can even be a sponsorship opportunity: - Add a couple of simple signs featuring the sponsor logo to your reception area - Include the sponsor as an event supporter on your invitation and digital collateral. - Offer the sponsor the opportunity to weigh in on naming the drink; they can include their company name and make it fun! - Invite the sponsor to make a toast and share welcome remarks These are some fairly low-lift ways to lower your costs and to amplify your event's visibility through partnership.
Here are a few tips about food and drinks Gin and Tonic is the cheapest drink, yet it is considered a high-end drink and classy. We worked out it's about 30p per drink whereas beers/wine are upwards of ￡1. With day delegate rates, the food quality is poor, and you can't be creative. Try to hire dry venues and be picky about your caterers. It tends to be cheaper, and you will get better quality food. Some great apps allow you to order event food with no chefs in the kitchen needed to save money. Don't do cheap coffee - it ruins the event feedback and experience.
A simple yet effective example could be having an ice cream truck make a surprise appearance during an event. Imagine attendees moving from one talk to another, and as they step outside, they are greeted by an ice cream truck offering a variety of flavors. This unexpected treat energizes the attendees and creates a peak moment they will likely remember and talk about without needing a big budget.
To make your event successful, it's important to recruit Sponsors who can offer tools, expertise/insight, $$$, and valuable support. You'll be surprised to find out how many people are ready to help. However, it's essential to remember that a transaction must occur to continue the behavior. Your sponsors should receive an exchange for their services (positive reinforcement). In event planning, this can take many forms, such as marketing & advertising, tying their products into your ticket sales, building long-term relationships (which can yield dividends throughout the relationship), providing assets, and much more.
Entertainment can make or break your event, but you don't have to splurge on famous celebrities or bands. You can hire local talent or amateurs who are looking for exposure or experience. You can find them on social media, online platforms, or through referrals. For example, you can hire a DJ, comedian, magician, or dancer. You can also ask your guests to participate in games, karaoke, or trivia.
Get Personal! Who are your audience? What do they do? Where do they frequent? What speaks to them? Organizing and conceptualizing events is a creative opportunity I wish everyone has a chance to experience atleast once in their life, with this comes creative direction that needs to be derived from what is attractive to the attendee and not what you as the organiser think would be a great fit. It can be as simple as the service staff addressing the guests at each table by name. If its an event that is larger scale with no set seating and ability to be personal with each guest, try do some research on the demographic attending the event and be present in addressing what the certain target market is interested in before the question is asked
You don't have to do everything by yourself or pay for everything out of your pocket. You can ask for help or donations from your friends, family, colleagues, or community. You can delegate tasks, such as setting up, cleaning up, or taking photos. You can also ask for donations of money, materials, or services. For example, you can ask for a venue, catering, decor, or entertainment. You can also look for sponsors or partners who can support your event in exchange for recognition or benefits.
If you have time a good way to cover event expenses is to setup sponsorship packages that offer event exposure in exchange for things needed such as advertisement, print materials, tables and chairs, venue, etc. You can easily find sponsors in you look for people or businesses that can benefit from the type of exposure you offer.
When working with a tight budget I have found it helpful to have a good understanding what your priorities are/must haves. For example if location is at the top of your list you can focus on finding ways to save in other areas. I have also found it helpful to establish relationships with vendors, you’ll be surprised how helpful it can be.
If you use university theatres, sometimes you can get the students to do the production, sound and AV for a small fee (minimal compared to regular AV companies). In my experience, they are far better than the production companies we have used at top-class venues. Students want to impress and go the extra mile; they are creative and hard-working. I paid ￡35,000 for AV for a conference at a huge venue on one conference, then later in the year I paid ￡350 to Students at a university for another, the production effort blew me away; it was 10X better than any professional production company I have ever used. In fact, the university venue was far better than the professional venue on all counts from venue, to food and cleanliness.