Budgeting can make or break an event. If you’re operating with limited funds, every extra dollar chips away at the opportunities for your event. When event planning on a budget, follow these key guidelines to earn the most bang for your buck.
First and most importantly, book your venue early. Picking the right venue takes time, with fewer options the longer you wait. Many venues also set last minute booking costs. You can earn a better bargain by choosing a less popular date. More unique areas, such as a rooftop or barn, may also provide cheaper prices.
Unless your event surrounds culinary arts, catering should be affordable. With a tight budget a simple crowd-pleaser, such as a salad bar or cupcakes, can satisfy your audience. Bottled water should be available in various locations. If alcohol is a must, signature cocktails can quench your audience’s thirst without the need of an open bar.
As one of the most challenging tasks on a budget, marketing pushes for more creative practices. Printing flyers and posters racks up costs, so go digital. Market your event on social media by creating a Facebook event page. Create a website or develop an app for the event, and upload pictures and videos on Instagram and YouTube to build up hype. Try to think of what websites and apps your market would frequent, and find out how to communicate with them organically.
If your event demands a lot of manpower, volunteers and interns offer the cheapest option. Though they may be less experienced, with proper training they can contribute to the success of your event.
One area where you do not want to skimp on is portable restrooms. A low amount of restrooms causes long lines that separate your audience from your event. Having plenty of porta potties in strategic areas in and around your event ensures your audience a speedy return to what they were enjoying at the event.