12 Ways to Cut Your Event Budget
Posted: Thu Jan 23, 2025 6:44 am
We all have a limited budget, whether it's buying a house or a cup of coffee.
Event planners are more than on a budget - they live, breathe, and sleep a budget. They would eat a budget for breakfast if it would help lower the cost of the event.
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Most event planners expect budget increases for next year, but not enough to cover expected price increases for conference rooms, hotel rooms, food and beverages, and air travel, according to Meeting Professionals International.
A recent Cvent survey found Millennial event planners are more likely than their seasoned peers to cite venue cost (as opposed to customer service) as the primary reason for not using a space.
For those who are pinching pennies, we have a list of the office 365 database best strategies you can use to cut your event budget without feeling worthless and lackluster:
1. Be flexible
The more specific your requirements are for the elements of your event, the more difficult it will be to fulfill them for a small amount of money.
Sometimes it can be as simple as using what’s provided for free. Opt for the standard white linens that come with your conference room instead of renting a specific color. (You can always add color to tabletop displays and centerpieces.) Your guests probably won’t care what the chair they’re sitting in for a large gathering looks like, as long as it’s comfortable enough, so you don’t need a spring for a stylish option.
You can also use or make items that will allow you to see more than one event - think folders with your company logo, no date or location - to save money. Or reuse items like directional signs and display materials to extend your investment.
2. Look for package deals
It may seem like looking for the cheapest deals in each expense category (food, tables and chairs, space, etc.) is the way to save money.
It's not always like that.
Your establishment may also provide your equipment or even food and drinks and make a deal with you because you use many of their services. However, mandatory housekeeping can sometimes be a tactic to increase your bill without giving you the option to go elsewhere, so do your research.
3. Use free tools.
These days, you don't have to pay for newspaper advertising or a billboard to get noticed.
Leading up to the event, you can do most (if not all) of your promotion through social media and email marketing without increasing your budget. Social media is also a great way to keep attendees engaged during the event and get their feedback on various aspects, and it won't cost you a dime.
Event management software doesn't have to cost you anything either. We've got a list of the 12 best free and open source software options that will help you plan an event from start to finish.
Event planners are more than on a budget - they live, breathe, and sleep a budget. They would eat a budget for breakfast if it would help lower the cost of the event.
cut copy
Most event planners expect budget increases for next year, but not enough to cover expected price increases for conference rooms, hotel rooms, food and beverages, and air travel, according to Meeting Professionals International.
A recent Cvent survey found Millennial event planners are more likely than their seasoned peers to cite venue cost (as opposed to customer service) as the primary reason for not using a space.
For those who are pinching pennies, we have a list of the office 365 database best strategies you can use to cut your event budget without feeling worthless and lackluster:
1. Be flexible
The more specific your requirements are for the elements of your event, the more difficult it will be to fulfill them for a small amount of money.
Sometimes it can be as simple as using what’s provided for free. Opt for the standard white linens that come with your conference room instead of renting a specific color. (You can always add color to tabletop displays and centerpieces.) Your guests probably won’t care what the chair they’re sitting in for a large gathering looks like, as long as it’s comfortable enough, so you don’t need a spring for a stylish option.
You can also use or make items that will allow you to see more than one event - think folders with your company logo, no date or location - to save money. Or reuse items like directional signs and display materials to extend your investment.
2. Look for package deals
It may seem like looking for the cheapest deals in each expense category (food, tables and chairs, space, etc.) is the way to save money.
It's not always like that.
Your establishment may also provide your equipment or even food and drinks and make a deal with you because you use many of their services. However, mandatory housekeeping can sometimes be a tactic to increase your bill without giving you the option to go elsewhere, so do your research.
3. Use free tools.
These days, you don't have to pay for newspaper advertising or a billboard to get noticed.
Leading up to the event, you can do most (if not all) of your promotion through social media and email marketing without increasing your budget. Social media is also a great way to keep attendees engaged during the event and get their feedback on various aspects, and it won't cost you a dime.
Event management software doesn't have to cost you anything either. We've got a list of the 12 best free and open source software options that will help you plan an event from start to finish.