15+ smart budget hacks for event planners: tips to save big and deliver

This is especially true if you're an event professional who works with tight budgets. The more you get to know these budgets, the more complex they are.

Case-in-point, here’s how event professionals are working their budgets today: 

• 75% of planners are maintaining or increasing budgets.
• 80% of companies who host events have increased their experiential marketing budgets, now dedicating 10-30% of their overall marketing spend to these initiatives. 
• A significant portion of event budgets is now directed towards sustainable practices, including eco-friendly venues and materials. This stuff is expensive! 
   

Sizable portions of event budgets are allocated towards sustainability and experiential marketing. Here, cutting corners to save money and get the best possible ROI - is vital to your event success. 

We get it! You need good budget hacks. And that’s exactly what we’re going to help you with. 

1. Go digital for event communications

Save on printing costs by sending invitations, collecting RSVPs, and sharing event information on digital media and channels. Digital solutions ensure better tracking and efficiency. This can be through apps, emails, or WhatsApp.

• Event Size: Small, medium and large-scale events.
• Perks: There’s zero clutter and you can manage your event better from the get-go.
• Potential Savings: $200–$500 per event.
• Benefit: Cost-effective, long-term investment. 

2. Switch to digital tickets

Eliminate the need for printed tickets by using QR codes or mobile app passes. Attendees appreciate the convenience of digital access.

• Event Size: Small, medium and large-scale events.
• Perks: Your event uses less paper.
• Potential Savings: $150–$400 per event.
• Benefit: Cost-effective, sustainable.

3. Agenda on Event Apps

Switch over to event apps and add all the information your attendees need to it. Not only will you save on printing costs, but you will also bring all vital information to one place.

• Event Size: Medium and large-scale events.
• Perks: Real-time updates keep everyone on the same page.
• Potential Savings: $100–$300 per event.
• Benefit: Cost-effective, value for money.

1. Book Off-Peak Dates

Negotiate with venues to secure discounted rates during low seasons or off-peak days.

• Event Size: Small, medium and large-scale events.
• Perks: Easier availability and better deals from venues.
• Potential Savings: Up to 30% of venue costs.
• Benefit: Cost-effective, value for money.

2. Go for Package Deals

Avoid additional expenses by selecting venues that include equipment, facilities, or even technicians in their packages.

• Event Size: Small, medium and large-scale events.
• Perks: Simplifies logistics by consolidating services.
• Potential Savings: $500–2,000 per event.
• Benefit: Value for money, long-term investment.

3. Leverage Minimums for Free Venues

Many venues offer free spaces if you meet food and beverage minimums.

• Event Size: Medium and large-scale events.
• Perks: A budget-friendly option for mid-sized events.
• Potential Savings: $500–1,500 per event.
• Benefit: Cost-effective, value for money.

4. Ask for Internet Discounts

Event venues charge hefty prices for WIFI connections. Negotiate with the venue to reduce or waive internet fees.

• Event Size: Small and medium-scale events.
• Perks: Frees up the budget for other essentials.
• Potential Savings: $100–$300 per event.
• Benefit: Cost-effective, value for money.

5. Repurpose Seating

Cut furniture rental costs by creatively repurposing existing seating arrangements.

• Event Size: Small and medium-scale events.
• Perks: Saves costs incredibly.
• Potential Savings: $200–800 per event.
• Benefit: Cost-effective, sustainable.

1. Go Buffet Style

Serve food buffet-style instead of plated meals to save on service and portion costs.

• Event Size: Small, medium and large-scale events.
• Perks: Allows guests to choose portions based on their preferences.
• Potential Savings: 15–25% of catering costs.
• Benefit: Cost-effective, value for money.

2. Limit Bar Options

Offer beer, wine, and a signature cocktail instead of a full open bar to reduce expenses.

• Event Size: Small, medium and large-scale events.
• Perks: Simplifies bar service and reduces waste.
• Potential Savings: $500–1,000 per event.
• Benefit: Cost-effective, revenue generation.

3. Use Smaller Beverage Cups

Stretch beverage servings by using smaller cups, especially for coffee or other drinks.

• Event Size: Small, medium and large-scale events.
• Perks: Reduces waste and extends the lifespan of beverage supplies.
• Potential Savings: $100–300 per event.
• Benefit: Cost-effective, sustainable.

4. Afternoon Snack Breaks

Replace lunch desserts with grab-and-go snacks for the afternoon to avoid waste and reduce costs.

• Event Size: Small, medium and large-scale events.
• Perks: Keeps attendees energized for the remainder of the event.
• Potential Savings: $150–400 per event.
• Benefit: Cost-effective, value for money. 

1. Source Local Vendors

Cut travel and shipping costs by using local suppliers, venues, and speakers. You’re likely to build some great relationships in your community and bag some great discounts on services.

• Event Size: Small, medium and large-scale events.
• Perks: Supports the local economy and fosters goodwill.
• Potential Savings: 10–20% of total logistics costs.
• Benefit: Cost-effective, value for money.

2. Reuse Materials

Save on decor and materials by reusing items like table linens and decorations from previous events.

• Event Size: Small, medium and large-scale events.
• Perks: Promotes sustainability while keeping costs low.
• Potential Savings: $200–1,000 per event.
• Benefit: Sustainable, cost-effective.

3. Utilize User-Generated Content

Save on photography by encouraging attendees to share their event photos and videos via social media.

• Event Size: Small, medium and large-scale events.
• Perks: Engages attendees and amplifies event visibility online.
• Potential Savings: $1,000–3,000 per event.
• Benefit: Cost-effective, revenue generation.

1. Use event tech to plan your events

Streamline planning tasks like budgeting, scheduling, registration, and attendee communications to save time and money. There are event platforms that will automate the whole planning process. This will give you a clear picture of how you will achieve your event goals.

• Event Size: Small, medium and large-scale events.
• Perks: Reduces manual errors and ensures seamless execution.
• Potential Savings: $500–1,500 per event.
• Benefit: Long-term investment, cost-effective.

2. Event Marketing Automation

Step up your promotional tactics with automated marketing tech:

1. Mailchimp for emails
2. Buffer for social media
3. Squarespace to build websites
4. Google Analytics for marketing performance data
5. Zendesk for ticketing

The best way to automate marketing for all your events is to use an event tech platform that combines all these functions.

• Event Size: Small, medium and large-scale events.
• Perks: Saves time while keeping attendees informed and engaged.
• Potential Savings: $300–800 per event.
• Benefit: Cost-effective, revenue generation.

By adopting these budget hacks, you can deliver exceptional experiences without overspending. The key is to balance creativity, efficiency, and foresight. Small changes in planning can lead to big savings, proving that a thrifty approach doesn't compromise quality—it enhances it.