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How can you plan an event without going over budget?

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Planning an event can be a rewarding and exciting experience, but it can also be a stressful and costly one if you don't have a clear budget and strategy. Whether you are organizing a conference, a workshop, a fundraiser, or a party, you need to consider how much money you have, how much you need, and how you can save or generate more. In this article, we will share some tips on how to plan an event without going over budget, and how to make the most of your resources and opportunities.

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Suzie Masse

Director of Special Events
Judith.O Diala

Event Planning Expert @ Glamorous Events by Ebi's | Coordination, Content, Food

1 Define your goals and audience

Before you start spending money on your event, you need to have a clear vision of what you want to achieve and who you want to reach. What is the purpose of your event? What are the key messages or outcomes you want to deliver? Who are your target audience and what are their needs and expectations? Having a clear and realistic set of goals and audience will help you prioritize your expenses and allocate your budget accordingly.

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Judith.O Diala

Event Planning Expert @ Glamorous Events by Ebi's | Coordination, Content, Food
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Pen down your intended budget. A simple way to avoid going over and beyond budget when planning or hosting an event is to first draft down your intended budget. Never leave an open budget if you know you have limited resources. With this in mind, you would focus on only relevant and necessary deliverables while still achieving a successful event.

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2 Create a detailed budget and track your expenses

One of the most important steps in planning an event without going over budget is to create a detailed budget and stick to it. A budget is a tool that helps you estimate how much money you need and how much money you have for your event. It should include all the possible costs and revenues related to your event, such as venue, catering, speakers, entertainment, marketing, registration, sponsorship, donations, etc. You should also track your expenses and income regularly and update your budget accordingly. This will help you avoid overspending or underestimating your costs and revenues.

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Suzie Masse

Director of Special Events
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I agree, knowing your budget to actual expenses will also help you flex your spending when you save money in one area and you need additional money in another, or want to add an enhanced experience.

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3 Negotiate and compare prices

Another way to save money on your event is to negotiate and compare prices with different vendors and suppliers. You can ask for discounts, packages, or referrals from your network or previous clients. You can also shop around and get quotes from different providers and compare their quality, service, and value. You might be surprised by how much you can save by bargaining or switching to a cheaper or better option.

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4 Use online tools and platforms

Technology can be your best friend when it comes to planning an event without going over budget. There are many online tools and platforms that can help you streamline your event management process and reduce your costs. For example, you can use online platforms to create and promote your event, such as Eventbrite, Meetup, or Facebook. You can also use online tools to manage your registration, ticketing, communication, feedback, and evaluation, such as Google Forms, SurveyMonkey, Mailchimp, or Eventzilla. These tools can help you save time, money, and resources, and also enhance your event experience and engagement.

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5 Be creative and resourceful

Finally, planning an event without going over budget requires some creativity and resourcefulness. You can use your skills, talents, and network to find alternative or innovative ways to make your event more attractive and memorable without breaking the bank. For example, you can use social media, blogs, podcasts, or videos to market your event for free or low cost. You can also use your contacts, partners, or sponsors to provide or exchange goods, services, or expertise for your event. You can also use your own or borrowed equipment, materials, or venues to host your event. The key is to think outside the box and leverage your assets and opportunities.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Suzie Masse

Director of Special Events
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In my experience you may be able to save money during the venue contracting phase by negotiating things you may not think about, such as comped sleeping rooms, chef’s choice menus that include beverages, reduced price coordinator sleeping room nights, run of house upgrades to suites, waiving or reducing resort fees, bringing in an outside production company, and requesting comped or reduced parking. Read the fine print for charges and fees. Everything is negotiable, and it doesn’t hurt to ask, but keep in mind you may not get everything you ask for, so prioritize the items you want most.

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How can you plan an event without going over budget?

1

2

3

4

5

6

1 Define your goals and audience

2 Create a detailed budget and track your expenses

3 Negotiate and compare prices

4 Use online tools and platforms

5 Be creative and resourceful

6 Here’s what else to consider

Event Production

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How can you plan an event without going over budget?

1

2

3

4

5

6

1 Define your goals and audience

2 Create a detailed budget and track your expenses

3 Negotiate and compare prices

4 Use online tools and platforms

5 Be creative and resourceful

6 Here’s what else to consider

Event Production

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