Let’s face it. Some events have bigger budgets than others. While most people believe that with unlimited funds you can potentially move mountains, it does not mean that events with smaller budgets are going to be less impactful and successful. Below are some ways to help you make a strong impression with a tight budget:
- Less is more
When it comes to decorations, event planners tend to take on a “sky’s the limit” attitude, even when they don’t mean to. Luckily for you (and your budget), minimalism is a popular trend. Keep décor simple and, more importantly, logical. A good rule of thumb is to imagine everything and then scale it back times 10. Another area to cut down: SWAG bags. Instead of spending money on several chotchkies, consider one popular, local item that relates to the brand or the culture of the host city. A sponsor might even donate pieces for the exposure.
This seems like a no-brainer, but people often get shy about negotiating with venues, caterers and rental companies. Don’t be. Most businesses actually anticipate you to negotiate. Additionally, there are more venues than companies having events, so feel free to negotiate as hard as you feel comfortable. Remember, the worst they can say is “no.”
- Location is everything
When choosing a venue, consider its location not only for overall cost, but also factors such as transportation logistics and lodging. Look for event venues that offer a walkable, centralized location, free shuttle service for your guests, or spaces that are convenient to public transportation. If hosting out-of-state visitors, use a venue with onsite hotels to save on extraneous transportation costs. Campus hotels may even offer exclusive incentive deals to groups meeting onsite.
- Go digital
In the age of smartphones, investing in a mobile optimized website, event app and email marketing service is the way to go. Each can be used year-after-year and allow you to save on printing costs. Also, since most venues have screens throughout the space, lose the individual event programs and display them on the monitors. Your bank account and the environment will thank you.
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