When planning an event you may find that costs soon start to rack up. This can get quite stressful and difficult to manage when faced with the strict budget that many people have to work with. So, is it possible to organise a great event on limited funds? Below are a few top tips to help you do just that.
Know your budget
Before you start planning anything, make sure you know exactly how much you have to spend. Also, write out a list of absolutely everything you are going to need so you can break down your costs and allocate a set amount for each requirement. Being organised with your budget is imperative because if you over spend in the beginning you are going to have to scrimp later on down the line.
It’s not just you struggling to cope with limited budgets – many companies are looking to get their name out there without having to pay high advertising or PR costs. Take advantage of this and approach businesses that are likely to benefit from your event. For example, if you are running a charity sports day, your local gym might just jump at the opportunity to sponsor you and have a presence at the event.
Negotiate venue prices
Unsurprisingly, venues are seeing fewer bookings than they did when the economy was booming. As they’re unlikely to be turning away business and will no doubt want to under cut the competition, don’t be afraid to negotiate. Find out what they normally charge and present a realistic offer – you may be surprised how many places are willing to consider this.
Alternatively, when booking your venue, research places that stand to benefit from your presence. For example, if a new hotel has opened in town, they will no doubt be grateful for the publicity and guests you will be bringing so are much more likely to offer you a significantly discounted rate.
Find a free venue
Depending on the nature of the event you are holding, there is every possibility that you don’t have to pay for a venue at all. Sports clubs can be held in the local park, book club meetings in a coffee shop and business meetings in a quiet pub or restaurant.
Think about your guest speakers
Guest speakers can be expensive – especially if you are seeking someone who is very well-known in your industry. However, there are a number of ways to reduce these costs if you think smartly. First, try and book as far in advance as possible because as people’s diaries fill up they are likely to charge more. Also, consider where your guest speaker will be coming from. If they live in Scotland and your event is in London, you are going to be hit with expensive travel costs as well. Opting for someone more local eliminates these costs and you are likely to get a better deal.
Again, try to consider speakers who can gain from being at your event. Someone who has just launched a new business, product, service or book is going to be grateful for the publicity and may even give you a discounted rate.
When it comes to organising and promoting your event, using Eventility is a very cost effective method. In fact, it’s free so you have nothing to lose. Users can set up events, clubs, groups or communities, manage members, send out emails, upload photos, link to social networks, sell tickets, send out reminders and much more. Make your life simpler by doing it all through Eventility.