Don't panic if you are producing an event on a tight budget with minimal resource. The fact that you are working within a small team means that you can move with agility and still put your plans in place effectively and efficiently. All you need is a little imagination and an entrepreneurial attitude to put on a stellar event that has an impressive impact on your guests!
Here are some basic tips to get your make your event dreams a reality:
Find a venue that supports your preferred style of event and reflects the values of your brand and audience taste. Don't be afraid to beg, borrow and barter to secure free or discounted space!
Is there a relevant venue which would benefit from the audience that you will are looking to attract? Perhaps there is space that would welcome the extra footfall and PR exposure that you could bring. Be imaginative!
If it's a B2B corporate event, ask around your local co-working spaces and even your networks to see if any peers work in an environment that has extra space and would be agreeable to hosting an event that contributes to their CSR or business goals. Alternatively, if it's a lifestyle B2C event have you considered approaching your local restaurant, library or retailer?
Pick an accessible time for your target audience to attend and ensure that the location, time and other key event details are communicated clearly to delegates. Timely updates to all stakeholders involved in your events is vital to minimise drop-out. We all have extremely busy schedules and therefore concise updates with clear call to actions are vital and remember to reinforce the benefits of why they should attend.
If you're running this event with low resource, ensure you think ahead and set reminders or pre-schedule communications to ensure that you're not running behind and compromise the performance of your event.
Allow sufficient time to start inviting the relevant stakeholders that you'd like to participate in the event, such as: speakers, sponsors, partners and guests.
It's worthwhile crafting tailored communications because on different stakeholder segments to ensure that your invitation is relevant to their individuals needs.
If you're attracting a new and public audience to your event and you need to adopt an outbound marketing strategy, there are plenty of ways you can get the word out with minimum spend by leveraging the power of social media and tapping into the communication channels of relevant partners.
Carefully consider the content of the event and the value proposition for the people you'd like to attend. What topics are hot in the press? What speakers can give informative words of inspiration or advice to your target audience?
Crafting an attractive event programme is absolutely essential to ensure that your event stands out from the crowd. There is a lot going on in the event space and ensuring that your event will provide a valuable and memorable experience is key to attracting an audience.
To keep event entertainment costs down, have you considered putting together a proposal for food/refreshment sponsorship in kind? What assets do you have that would be drive value to contributors?