How to Plan an Event on a Tight Budget

Myth: You need a big budget to plan an awesome event.

Reality: You can plan an impactful event without a lot of (or any) money—seriously! 

In fact, working on a shoestring budget can help boost your creativity and ultimately plan an event that rivals the most expensive affairs. 

Wondering how to make the most of your event on a budget? Here are a few tips to pull it off.

1. Set a budget and stick to it.

Let’s get the tough love out of the way: You need to stay firm on your budget.

Whether it’s $10 or $1,000, decide right away on your maximum price point. Be realistic about what you can afford. Set aside daydreams of expensive venues and catering if those things simply aren’t within reach. Focus on what you can do instead of dwelling on what you can’t.

To get started, make a list of your absolutely necessary expenses and priorities. Once you’ve narrowed your list down to the essentials, brainstorm ways to save money on each item. Can you negotiate with your vendors for better prices? Or shop around for cheaper options? Or take a DIY approach instead of hiring professionals? Use your creativity to find savings on everything from decor to swag to snacks. 

Don’t forget to sweeten the deal for anyone who does you a favor. If a bakery comes through with a generous discount, for example, offer to highlight them as an event sponsor at no charge.

2. Choose the right venue.

Venue rentals are notoriously expensive. But you don’t have to spend a fortune on the perfect location for your event.

First, consider the size of your event. If your guest list is small, you may be able to host in your own home or backyard or in a free communal space like the library or a meeting room at your office.

For larger events, look into low-budget options like public parks and local community centers, schools, and churches. You might be able to score a deal on a venue with plenty of space, even if it doesn’t offer lots of bells and whistles. If you’re planning an event during an off-peak time, you might also be able to negotiate a good deal with a traditional venue.

Virtual and hybrid events can be cost-effective, too. Consider moving your event online if you need to host a large gathering but can’t pin down an affordable venue.

3. Tighten the guest list.

Your budget will go further if you can keep your per-guest cost low. The easiest way to do that? Reduce your headcount. 

With fewer attendees, you’ll spend less money on food, favors, and other expenses. Plus, you’ll be able to enjoy a smaller, more intimate event. Attendees can get to know each other better and establish meaningful connections. This can be a major benefit over hosting a large, lavish event with lots of guests.

4. Get creative with marketing and promotion.

Spread the word about your event the old-fashioned way: Word of mouth. This tried-and-true tactic doesn’t have to cost a dime.

Aside from telling folks about your event in person or leaving flyers in physical spaces, you can also use your social media platforms to send invites and alert attendees. Whether you’re big on TikTok or connected on LinkedIn, use your largest platforms to spread the word (or send one-on-one invites if you’re keeping your soiree small).

If you have an email list, use your favorite email marketing tool to send out invites—or just send a mass email from your own email account. That personal touch might be even more meaningful than a polished marketing campaign if you’re hosting a small, intimate event.

Let creativity flow for low-budget success

We hope you’re feeling encouraged as you start planning your event on a budget. A tight budget doesn’t have to be a limitation—it can actually be a boon to your creativity and encourage you to think outside the box as you find ways to save on expenses.

When you start planning, check out our free plugins—including The Events Calendar and Event Tickets—to help you manage your event logistics. You can try all our plugins for free on our demo site.