Each event planner is always tied to budget. Be it a wedding, a simple thread ceremony, an event finale party, or a corporate event. Budget concerns hover over everyone who is even remotely concerned with the planning of the event. The funders and sponsors need assurance that their money is well-spent, and the load of managing and line-producing the whole event lies on the shoulders of the event manager. Every event manager and organizer wants to give a 100% effort to the event to make it stand out amongst the tough competition that there is in the industry today. And every sponsor is looking forward to getting their brand represented in a grand but accurate way.

With so many hefty demands to be met in a strict budget, here’s HamaraEvent’s super guide to cut down on costs to stay in your budget boundaries:

1) Choose your venue carefully

The highlight of every event, big or small, is the perfect venue to contain it in all its awe. While selecting a venue, each event manager and organizer needs to take care of not one but many things to choose it perfectly. Size, theme, sitting arrangements, lighting, accurate location, parking space, trained staff, cleanliness, etc. Seems like a pretty long list, doesn’t it? The event manager’s job is harder than it sounds. The venue is the first important decision that the organizer has to make before doing any other tasks. To find your perfect venue for your corporate event, get in touch with the experts at HamaraEvent.com and they will sort out all your venue problems!

2) Search for sponsors

After you have booked an amazing venue to compliment your corporate event; and we are sure the experts at HamaraEvent.com must have helped you around your decision; the next stop in a tough one. Sponsors. Before going out there in search of sponsors, first you need to decide what cadre and type of people or organizations you need for your event. Also, make sure not to crowd your event banner with sponsors from similar streams of businesses. For example, you need not have 2-3 media sponsors, or multiple title sponsors. It just makes your event name seem clustered and surrounded by brand names and taglines. Once you have decided the type of sponsors that you are looking for, approach multiple people, and then shortlist the best deals you can get.

3) Negotiate

For every event organizer there is a certain set of skills which is vital for organizing and executing an amazing and memorable event. One of the top three of this set is the art of negotiation. For negotiating skills to be in your kitty, you need to analyse the market very closely. The small niches and tricks of the trade need to be studied in deep by every event manager. Little things like knowledge about the cost price of a certain item, production and logistics time needed for speciality goods will help you a lot in the long run. While negotiating, understand the side of the seller first, and then you can put forward your side of the deal. Negotiation is equal compromise and no sacrifice. To be the best negotiator, remember this mantra – Listen to understand, not to react. This mantra might save you some big bucks on your budget.

4) Smart Corporate gifting

Corporate gifting is an integral part of almost every corporate meeting, conclave, event, etc. It is considered as important and necessary as food arrangements by some event managers. Well, our suggestion includes this point as one of the way to cut down your costs at least by a certain margin. We know you can’t avoid corporate gifting completely. But, you can definitely adopt smart ways to select and prepare your gifts. Firstly, remember that corporate gifting is just a gesture, so it shouldn’t be the priciest item that you get on the streets of South Mumbai! Nowadays, an interesting route that many famous event managers are taking is buying the whole thing online. Amazon, Flipkart and other online shopping portals have offers which offer end to end solutions in corporate gifting. Well, if you can book your event venue online on HamaraEvent.com, gifting shouldn’t be a problem, right?

5) Rope in volunteers from universities

Manpower. This is the most feared word in the event management industry. All kind of events need skilled and unskilled manpower. Human resource being the most strong foundation for executing any event to perfection, event managers are ready to bulge their budget a bit, just to accommodate some more manpower. We are sure you must have done this in some of your prior events. We have the best solution for this difficult obstacle in front of you. Be smart, and rope in volunteers from universities. Students are always looking forward to any practical experience they can get in their campus life. It also gives them a nice break from their packed up schedule and it gives you the extra manpower that you need. Do award the volunteers with certificates or experience letters, which they could use to get some extra credits! You are doing a favour to them. Give and take.

6) Go digital

With the announcement of the startup initiative by the Hon. Prime Minister of India, came in ushering the opening of the biggest overhaul of Indian systems till date – the Digital India Project. It is one of the most lucrative and eye catching propositions that any government has put forward. With almost all government jobs happening online, why not adopt the same policy for your event? Go digital, go green! While on one hand it is reducing your costs by a noticeable margin, you are also helping the environment in a way. Think over. Does your invitation needs to be printed and sent by post to some 500 odd attendees? Why not get creative? Design your own interactive e-invitation. You can include a formal voice message from the organizer in the e-card. And send it via e-mail to the potential attendees. Also include a short message in the mail stating that you are going green by not printing the invitations. We are sure that your gesture towards conserving the environment would be more than appreciated.

Now that you have HamaraEvent.com’s super guide by your side, we are sure that you are already looking forward to your next event and impress the client by stashing down their budget by a great margin. Make everyone happy! Although you are downsizing your budget, don’t think even for a minute for going grand! And book your event venue only on HamaraEvent.com.