Big Events | Small Budgets

Q. The contracted economy has made it a challenge to plan events on a tight budget. Do you have any tips for saving money, while still creating a memorable event?

A. In our work for a non-profit, 501(c) (3) organization, called MN Youth Intervention Programs Association (YIPA), we plan conferences and trainings for youth service professionals.  We strive to bring high quality conferences at a low cost to attendees, knowing that budgets for professional development opportunities are often very low or non-existent, but training needs are extremely high for those working with challenging youth. We also coordinate some events in collaboration with other statewide youth-service agencies.
I have learned through experience that with a little effort and creativity you can put on a great event no matter what your budget. 

Use the Buddy System
Because we have a mailing list of 60,000+ and large email list as well, we realized the appeal of offering some great “perks” to potential sponsors by including their name/logo on our promotional brochures. In addition to sponsorships, we‘ve also sought funding from grants to support these professional development opportunities.

When planning events with other organizations, we take a serious look at what resources each organizations can bring to the table to help keep the budget down – things such as in-kind printing, connections to potential donors, etc.

Time is on Your Side
In most cases, planning far in advance is helpful in finding the best deals. Occasionally though, we are able to take advantage of venues intent on filling their space on a short notice. Also, we’ve observed that Mondays and Fridays are often slower for hotels and conference centers and so we’ve been able  to negotiate a better rate on room rental if we plan our conference to fall on one of those days. 

Ask and You Shall Receive
Many hotels and conference venues will work with you to meet your budget. They are often able to be creative in menu planning so you can get a great meal/break package for considerably less than their menu may indicate. I’ve also found it very helpful to shop around. Though it can be time-consuming, researching multiple venues and comparing quotes can prove advantageous.  Oftentimes, referring to a competitor’s price with a hotel or venue may be reason enough for them to lower their rates for you.

It’s Just Lunch
Food offers ample opportunity for cost-cutting.  We’ve learned that buffets tend to be more expensive than plated dinners or soup/sandwich bars. Soda, bottled water and bottled juices can be outrageously priced! Instead, we’ve found it more economical to make soda available for either lunch or the afternoon break, rather than both. Sometimes we’ll skip on dessert with lunch and have it available during the break time. We’ve also planned several events where we offer a slightly longer lunch break for participants to pursue “lunch on your own.”  We provide maps to local places to eat and specifically look for places within walking distance.  This gives attendees the opportunity to get up and stretch their legs.  

Quality Over Quantity
Because of the nature of our events and our audiences, we don’t provide many give-aways or “extras.”  We know that our attendees will have a positive experience because we have focused on the quality of the speakers and presenters. Although we always attempt to keep our overhead costs low, we refuse to skimp on the quality of the speakers and presenters. We do, however, try to make the best use of the speakers’ time and travel-related expenses. If we are bringing in a speaker for a full-day conference, we may work with local communities to organize a parent presentation on a similar topic.  We also want to maintain a high standard of service, responding promptly to replies about conference questions, providing complete information to participants prior to the event.

It Can be Done
One of the most successful low-budget events that I’ve planned was our last “Rally for Youth Day at the Capitol.” The event drew registrations of over 800 people. We provided a full day of events and workshop opportunities -- hundreds of free t-shirts, backpacks and stickers -- all within a budget of under $10,000, and that included lunch!