You're organizing an event on a tight budget. How can you ensure quality without overspending?

There's a misconception that an expensive/premium event = a great event... WRONG! The first 2 events I threw (one in Miami and one in NYC) each had a $300 budget. This included venue, food, drinks, alcohol & invitations and all it took was some creativity, resourcefulness and help from my network. When breaking down the various costs, ask yourself "Will this addition help our guests accomplish what they want to get out of the event?" If yes, spend - if not, PASS! For example: people come to networking events... to network! Hors d'oeuvres and a DJ are great, (expensive!) but those things themselves don't move the networking needle. Conversely, something as small as nametags facilitate human connection. Spend where it matters the most!

Figure out your why, your theme and then get quotes, shop, network and negotiate. The smaller the budget, the more important it is to have what you need, know needs vs wants for a successful event.

Melanie, awesome suggestions! I love finding some inexpensive ways to help celebrate and sharing resources and ideas with other Staff assistants is key!

Organizing a quality event on a budget requires smart planning. Create a detailed budget, prioritizing essentials. Opt for cost-effective venues or public spaces, and consider local business partnerships. Simplify catering with a buffet or potluck. Hire local talent or use DIY entertainment. Utilize social media and influencers for promotion. Use DIY decorations or borrow/rent supplies. Seek sponsorships and partnerships for support. Engage volunteers for various tasks. Use free event management tools and virtual elements. Post-event, analyze spending and gather feedback to improve.

Si tienes un pesupuesto ajustado, y para no restarle calidad al evento,se debe priorizar en función del evento ?qué es más importante? el lugar, la comida, la música, la ambientación, los souvenirs, el show, etc, etc. Luego, se hacen dos presupuestos, uno de mínima y con lo justo, y otra de máxima y con todo el lujo, confort y topetitud que se necesitaría. De esta forma, el cliente puede visualizar anticipadamente qué tan ajustado es su presupuesto realmente.

Si tenemos flexibilidad, siempre será más económico un día de semana y un horario diurno. Si el lugar es alejado del centro de la ciudad, debemos contemplar buses que trasladen a los invitados al lugar. Es muy importante que el lugar cuente con buenos servicios de luz, wifi, gas, agua. Es muy importante que el lugar cuente con estacionamiento propio y seguridad con vigilancia durante todo el evento.

3 things to consider when selecting a venue that AREN'T related to cost: 1) Location - you can have the most beautiful venue with beautiful views, but ask: Will your guests want to trek an hour to attend? Is there ample parking? Are there public transportation options available? Keep the location convenient! 2) Space NOT Capacity - venues always inflate their capacity to show they can accommodate more guests. An event venue of mine advertised a 75 person capacity and we were squished with only 44 people! 3) Food/Alcohol guidelines- certain venues require you to use their own in house catering services and will often bar you from bringing your own alcohol. Be sure you double check with the venue manager as to what is and isn't allowed.

Consider non-traditional or community venues that might be more affordable. Public parks, community centers, and even local businesses might offer space at a lower cost or even for free.

I threw a business event during Art Basel week in Miami for Shopify founders and I spent TOO MANY hours worrying about the creative aspect of the event. Yes, even at an art themed event, people cared more about the people than the decorations. From red carpets, wall art, and murals, you name it - I did it. Looking back, the event would've been more affordable and I would've saved lots of time if only I put more of an emphasis on the guests and not the art. My takeaway? Don't lose the forest from the trees. My ego got too wrapped up in the creative component of the event and not enough on the essence of what the founders wanted out of the event. Decor comes and goes, but relationships can last a lifetime. Spend your time where it matters!

Get creative with decorations and setup. DIY projects can significantly cut costs. Utilize online resources and tutorials to create visually appealing decor on a budget.

Finding volunteers can make a HUGE difference. Author of The Two Hour Cocktail Party, Nick Gray, shares the importance of having a "Core Group" - your most reliable and supportive friends and colleagues. Your core group is an essential piece to your event because they will happily attend graciously offer a hand. Not only can you rely on them to be your "event cheerleaders", they are primed to WANT to help you too! Core group guests are great to ask for help when it come to arriving early to set up, greet guests, make intros and help keep the event flowing. (And they make you look good too!) With proper delegation and instruction combined with the preexisting trust you have in them, your core group will elevate your event immensely.

When it comes to figuring out how to get people to attend an event, Nick Gray, author of The Two Hour Cocktail Party, says "Who doesn't like getting invited to a party?!" I incorporate this philosophy into my event marketing by making our invites feel special by saying that THEY would be such a positive addition to have at my event. How do you send invitations at scale? COLD EMAIL! Make a large list of thousands of people you'd like to attend, get their emails using a tool like ZoomInfo or Apollo, draft a friendly email and start sending! With just a hint of FOMO in the copy, you will be amazed at how well this works. Make the event registration process easy and you will see the RSVPs start rolling in.

Bring it back to the beginning. Why are you hosting this event? What is the purpose and what will success look like? Do you NEED that extra screen and backdrop? Do you NEED a signature cocktail or a 6-piece band? Maybe, maybe not. Dig deep into the goals of your event and identify the absolute must haves. Then give your wish list to your event partners and see if they can help. This is where solid relationships matter the most. Your partners want your event to go well just as much as you do. Find sponsors to help with costs, check your ticket prices, maybe they’re due for an increase? Get creative and give people memories - this doesn’t have to cost a fortune! Sometimes a great activity is free to create! Have fun and get creative!

Prioritise, prioritise, prioritise. - There are venues that can be found for cheap/free, especially for certain industries or types of events. - Plan for a time of day where catering is cheapest - simple breakfast and good (I repeat, GOOD) coffee. - Get quality speakers involved, there are many out there who won't charge you and may actually PAY to be part of your event for their own marketing. - Have quality sound and recording, people need to hear what's going on and you can use any good sound bites for months to come. - Charge a small fee to attendees, this means they are more likely to show up as they've actually had to shell out some money, and it'll help balance your budget.