Event planning can feel like a balancing act, especially when working within a tight budget. Knowing where to allocate your funds and where to cut back can make all the difference in delivering a high-impact event without overspending. The key is prioritising the elements that will create the most value while finding creative ways to save on others.
Here’s our guide to where to spend and where to save when planning your next event:
Where to Spend
- Venue
Your venue sets the tone for your entire event. While you don’t need to book the most expensive location, investing in a high-quality, accessible venue that fits your theme and audience is worth the cost. Guests remember where they were, and a great venue ensures comfort and ambiance.
Pro Tip: Look for venues that offer bundled services, such as catering, AV equipment, or furniture, to get the best value.
Bright Vision Events Free Venue Finding Service
Venue finding is a meticulous process that goes beyond just choosing a physical space. It involves understanding the unique requirements of the event and its target audience. The selected venue should not only accommodate the logistical needs of the event but also contribute to its overall atmosphere and success. Factors such as location, capacity, amenities, and aesthetic appeal play crucial roles in making the right choice. The goal is to create an immersive and memorable experience for attendees while effectively conveying the event’s purpose and message.
Our dedicated team combines expertise with a passion for seamless events, offering you a free service for a tailored selection of venues suited to your unique requirements. We have fantastic working partnerships with venues to ensure that each recommended venue aligns perfectly with your event.
Simply discuss with us what you need and our experts will use their experience, knowledge and in-depth venue database to find and recommend the venue(s) most suited to your particular requirements.
We can get the best rates for you too
We will negotiate, on your behalf, to achieve the best possible rates for your event. From hotels, conference centres, and even suitable sporting venues such as football stadium and cricket grounds to specific ‘best placed’ venues that offer the facilities you require.
Our event venue-finding service also extends to seeking out and booking local accommodation for your party to alleviate travel fatigue and save time.
1. Audio-Visual (AV) and Production
Not having the correct AV can ruin even the most well-planned event. A professional AV setup ensures clear sound, high-quality visuals, and seamless presentations. It’s especially important for conferences, awards nights, and product launches.
Pro Tip: Partner with trusted event production companies like Bright Vision Events to ensure everything runs smoothly.
2. Entertainment
Entertainment is what keeps your guests engaged and creates memorable experiences. Whether it’s a live band, a dynamic speaker, or interactive experiences like team challenges, allocating funds for high-quality entertainment pays off in the long run.
Pro Tip: Choose evening entertainment that aligns with your audience and event goals.
3. Food and Beverage
Quality food and drinks leave a lasting impression on attendees. People are far more likely to enjoy an event if they’re well-fed with thoughtfully curated menus that match the event’s tone.
Pro Tip: Opt for fewer dishes done well rather than an overwhelming spread that lacks quality.
Where to Save
1. Decor and Branding
While decor adds to the visual appeal, you don’t need to overspend on extravagant decorations. Opt for simple, creative solutions like DIY centrepieces, reusable props, or minimalistic setups that still look polished.
Pro Tip: Invest in a few impactful design elements, like branded signage or backdrops, and use them creatively throughout the venue. At Bright Vision Events there are multiple options to use for a themed décor.
2. Invitations and Programs
Going digital is an easy way to save on printing costs. Digital invitations, RSVPs, and programs are not only cost-effective but also eco-friendly and convenient for attendees.
Pro Tip: Use platforms like Eventbrite or Canva to design professional and sleek digital invites.
3. Timing
Holding your event during off-peak times, such as weekdays or non-holiday periods, can save significantly on venue and vendor costs.
Pro Tip: Midweek events often allow for better rates and increased vendor availability.
4. Event Giveaways
Instead of spending on expensive swag, focus on useful, memorable, and cost-friendly giveaways. Branded reusable water bottles, notebooks, or digital gift cards are thoughtful yet affordable options.
Pro Tip: Make giveaways practical and eco-friendly to increase their perceived value.
Final Thoughts
Planning a budget-friendly event doesn’t mean sacrificing quality or impact. By knowing where to spend—such as the venue, AV production, and entertainment—and where to save—like decor, invitations, and timing—you can deliver a seamless, memorable experience for your attendees.
At Bright Vision Events, we specialise in helping clients maximise their event budgets without compromising on quality. From venue selection to flawless production, we’re here to bring your vision to life.
Contact us today to start planning an event that delivers big impact, even on a budget!