Event planning can be a stressful and challenging process (especially in the current economy), but it doesn’t have to be. There are many ways to save money when planning your next event. Whether you are planning a women’s conference, youth retreat, or church gathering, you can use the creative ways below to save money.
Create a realistic budget
The first step to being a thrifty event planner is to create a realistic budget. Start by writing a list of all the costs associated with your event and any unexpected expenses that tend to arise. Once the list has been drafted, consider which items are necessary and which can be cut out or replaced with lower-cost alternatives.
Be flexible when choosing dates
You may have already planned the dates that you would like to have your event. However, being flexible about alternate dates may save you some money. Having your event on a weekday or asking the venue for needed dates can save you money. Consider shortening your event, reducing the size of the meeting space, or how many breakout rooms you will be requesting.
Make use of free resources
One of the best ways to save money on your event’s marketing is by utilizing free tools.
- Social Media
Social media is a great way to market your event. Ask your speakers and breakout leaders if they would be willing to share your posts on their social media accounts or work in collaboration to create short-form promotional videos. These videos can be shared on Facebook, Instagram, and TikTok to promote your event for free.
- Email Marketing Service
Once email addresses have been collected from your attendees, use a free email marketing service to keep them informed and excited about your upcoming event. After your event, you can use this email list to follow up with and stay connected to those who attended the event.
- Graphic Design Tool: Canva
Another free resource you can use to market your event is Canva. This online graphic design software has millions of templates for flyers, brochures, email newsletters, social media posts, and even t-shirts! You can order printed products straight from Canva or download your design and send it to your favorite print vendor.
Volunteers can be one of your most valuable assets if you are working with a tight budget. Good volunteers will equip you to delegate smaller tasks so that you can focus more of your efforts on the larger task at hand—planning a great event! Recruiting an enthusiastic volunteer team will enable you to deliver a quality event without needing to hire more staff.
Even if you are working with a small budget, we hope you feel more inspired to plan your next event! Would you add any other event planning money-saving tips to the list? Comment below and share what you would add.