What do you do if you need to book a conference venue on a tight budget?

After you have defined your needs then do some research on 2nd tier cities which are more cost effective. Even 3rd tier cities. Be flexible on when you meet. This might mean changing the month and pattern (days of the week). Find a couple of sponsors who could underwrite the conference. Consider airport properties and properties in the suburbs, outside of the downtown area. They might have lower rates And see if the Visitors Authority is running any promotions. This could be an offer of significant funds to hold the meeting a certain time of year.

Determine needs and then think outside the box in terms of venue. Many college/universities, churches, libraries, etc. have events spaces, or facilities that could be used for an event.

I agree. Start out with a detailed plan based on the available resources so you don't get stranded on the way. Your plan should include guest expectations.

I create a low-cost, mid-cost, and high-cost scenario for all my conferences and allocate features as required. A low-cost scenario generally includes venue costs, insurance and a few staples like labels, pens and water. For venues on a budget, try to look further afield from the city centre. Good transport links are still a must, but you'll find cheaper venues further out of the city. Also, I hit up university and college campuses outside term time. They are generally much cheaper than hotels but still have the great AV and tech setup needed for a tech event.

In my experience, I know that some venues offer a deposit option. So you can pay and reserve the booking, whilst finalising on outstanding amounts through sales of what your service offering is eg sponsorships, delegate/exhibition sales. Having a decent venue place is pivotal to a successful event and customer retention.

Online research will help narrow down your options. You can usually get an idea of the capacity and facilities offered. Most will also include catering packages that can help you qualify with the budget you have at hand. Look around Google maps for parking and public transport links. If you're on a tight budget, you may also want to look around to see what food options are available around each venue. If there are lots of choices then people can go and get their own lunch and coffees.

For tech events, I usually hit up local universities and colleges. They are usually very well served for public transport and have AV capabilities. If you can hold your event outside of term time, it will save you a heap of money. If you don't need AV, that opens up a heap more possible venue types. In the past, I've held events at churches and even in charity offices. A nearby Salvation Army office has a top floor 300 pax conference room.

In my experience I would always say conferences and events can never have enough people, volunteers, PR or sponsors. Even if the budget for your first event is minimal you must rely and be open and creative to cold calling anyone you value and can make a partnership with and offer something in return. Large corporations have teams and budgets dedicated for events, conferences, startup and there is always space for negotiation if you reach out to the right contact with right vision and confirmed or pre confirmed list of attendees, activities and outcomes.

Adaptation of participants' expectations through adjustment of the concept. The conference was themed 'No Distractions! Focus on the Essentials!' This allowed for choosing a simple, plain location without creating feelings of disturbance. The rustic, simple catering also fit in with the location, bringing further cost savings. Salmon hors d'oeuvres would have been out of place; farm-style sandwiches, simple salads and soups, along with self-service, were perfect and, above all, contributed to the cohesive appearance of the event. So nobody really noticed that the conference was on a budget as it all fit into the concept.