One of the biggest perks of corporate life is the event you’re a part of. However, a different tale is told when it comes to hosting them.
A lot is involved in managing that event, and at the end of the day, the aim is to execute a memorable event cost-effectively.
A lot is going on behind the scenes, each aspect requiring a tremendous amount of detail for the perfect execution.
Finding the perfect venue, arranging for the décor, the food, sending out invites, and marketing is typically heavy on the bank. As an event in charge, a lot is riding on you!
Tips to Arrange A Professional Event in A Budget
With that in mind, we’ve compiled tips to help you organize a great event while remaining well inside your budget.
Deciding on a theme
Any professional event is essentially a marketing tool for large corporations, and there is some purpose behind arranging that event.
Deciding on a theme, especially for large conferences, creates a unifying purpose, a takeaway for all the attendees from the event.
It is a guide for the company’s marketing department as well as it gives a sense of direction when designing a logo and printing posters/brochures for the event. Consider creating customized pocket folders as well for the event, allowing attendees to keep event materials together inside, all of which puts your event in a professional light.
Looking for the perfect venue
With your budget decided, it’s time to look for that perfect venue. What is the ideal venue, though, one may ask?
It’s any place that fulfills your guest capacity, meets any stall requirements, has an excellent aesthetic, and the biggest consideration factor falls in your budget.
Many companies with spaces you can rent out for the event, such as The Executive Centre, where various areas are available to cater to different occasions.
Booking an event at a pre-furnished venue helps eliminate extra costs, saves time, and leaves a lasting impression on your audience.
You need to get your requirements straight, look for the ideal venue in your budget, and book the venue a few months in advance.
Getting some financial relief in this process can be a massive help to the bank. For significant events, sponsors are the go-to solution.
Keep in mind sponsors should align with the theme and goal of the event. For instance, it is logical to get large food and beverage companies to sponsor an event for a food-related event.
Sponsors can help fund things that would typically take things overboard. It can help you refine things for your event, maybe even give room to add more flair to the event.
However, it’s essential to maintain the integrity of your event, and as an event manager, you are responsible for drawing the line.
Sponsorship also means a marketing opportunity for the companies on board, and too many of them might as well take away the focus of the event and spoil it entirely. For that, you have to be the better judge.
With your A-team rallying behind, start marketing the event to gather as many attendees as possible.
Showing exclusivity and scarcity is the go-to tactic to getting people interested. Use social media to show the immediate purchase of tickets and create a need in your audience to buy them quickly.
Creating a time-sensitive ticketing scheme is a sure way of selling them out. Incentives such as early-bird discounts drive people to buy tickets quickly.
Use social media to engage with the audience, and sneak peeks of the event to keep them interested. Understand your target audience and use cost-effective marketing techniques to reach out to them.
Getting a speaker for the event
One of the highlights of corporate events is the ideas that a known speaker discusses. Paying keynote speakers is not usually an issue if you have sponsors.
However, if the event is self-funded, things tend to get tight around the budget. A good idea would be to have an open call for speakers to get on board, and it might be your chance to get someone to speak at your event without getting out of budget, or maybe even for free.
Getting local businesses in on the event may also get you the speaker that you need for the event.
The event is a marketing opportunity for their venture, and they’ll be more than happy to come and speak to the attendees.
It’ll be a win-win situation for both parties, with the audience getting something worthwhile. Remember, businesses should align with the theme of the event!
Automating Event Management
Automating the pre-event operations might streamline your work for you. Event management is all about planning, organizing your stuff, and service delivery.
Automating all these things will help you keep an inventory of your items and the budget.
You’ll be able to keep track of things in real-time, saving you all the work of hiring an assistant and all that money on paper.
It can also be an effective tool to record attendees and their ticket purchases for the event. Just create a portal for them to register and pay, and they’ll automatically register into your database, saving you lots of paperwork.
Event management is the sum of many organizations, planning, and management. Organizing a memorable event can be challenging to achieve with budget constraints.
However, getting sponsors and working with a specific theme can streamline your work.
It’ll help you find the perfect venue suited to the event’s needs. Effective marketing strategies will be very cost-effective, with a greater reach towards the target audience.
Using social media to create that urgency is a way of building hype for the event. Automating the registration and management works will save you time and outsourced effort. The event can be a success for you and your team with great care.