Some types of events have bigger budget requirements than others. Although a lot of people think that unlimited resources will garner the best results, it is not necessarily the case. Events with smaller budgets can be just as impactful and even more successful.
You can still do a lot with a small budget and make a strong and positive impression. Here are some cost-effective ways to make it happen:
One of the biggest budget hogs is going to be the venue. It is also the most critical so it should be taken care of early on in your planning process. Locating a suitable event venue is hard enough on its own but it is certainly no easier when your budget is limited, or you have to incur additional last-minute booking fees. So you must plan early and choose wisely according to location, access, dates, and venue type needed. If possible, book off-season dates. You may be able to work out a decent bargain, as off-season dates are less popular.
2. Location and Transportation
Is travel a must for guests or can the event take place close by? Consider cutting down on lodging and transportation costs if at all possible. This depends largely on the type of event you are putting together and who is attending. If you have a limited budget, it shouldn’t take too long to decide if the cost of lodging and transportation should be reduced or even eliminated.
3. Stop the Presses
You can totally eliminate the cost of printing by using virtual invitations for baby showers and other special events and celebrations. Today there is little need, if any, for printed materials when planning events or communicating with potential attendees. Technology facilitates the planning and management of your event registration, scheduling, updates, and so on. Some mobile-optimized websites and apps are specific to event planning. There are even RFID wearables.
4. Food and Beverages
Unless you are hosting a culinary event, the catering can be good, but it does not have to be extravagant. This is an area where you have the opportunity to think outside the box. You can move away from a more conventional approach and find more cost-effective ways to impress your guests. Simple can still be crowd-pleasing. A DIY 10 Benefits of Eating Vegetarian Food ... @Heather buffet table or salad bar can be delightful. Cupcakes work well for a fun dessert. Instead of having a full shelf of adult beverages, choose a signature drink. Also, set up a water station instead of distributing bottled water.
5. Be Creative
As you prioritize spending you will see where you have room for more flexibility and creativity. If you are too firm on ideas and elements surrounding your event, it will be a lot harder to get them done within your budget. Although some low cost or free options may not be ideal, consider whether they could still work for you. Perhaps it is not quite as high-end but is still very functional.
Overall, keep your budget in mind while not being cheap. Working with a small budget can be quite the task, but it can definitely be done. As a matter of fact, by gaining the experience of working with a small budget, you will become a much stronger event planner.