The smartest way to save money is to figure out how to enhance the attendee experience while reducing costs.
Here are my eight practical strategies to reduce expenses while still delivering memorable, high-impact events.
I always start by asking: What do I want my attendees to walk away with? What do I want them to know, to feel, and to remember? Literally – when they leave, what do I need them to be thinking? Then I work backwards and design the event to deliver those specific outcomes.
If I need to be budget conscious, I focus on only implementing elements that will deliver that end goal and cut out any fluff. For example, a really engaging speaker might do far more for your event than an elaborate stage setup.
Focus on spending where it makes the biggest impact towards your end goal and avoid the mindset that you need to include every possible element.
Look for ways to trim the program to reduce expenses. Room resets, additional catering, and extended AV time all add cost. Trim the fat so to speak.
By streamlining your agenda, you can cut down on labour and all your overheads. Starting at midday might save costly overnight set up costs for instance.
Shorter, more focused days reduce AV and staffing needs, simplify catering, and still leave attendees with the desired impact.
Consider off-peak hours, unusual times of the year, or even less traditional spaces that need business. Many venues are more flexible on pricing if you can work with their quieter dates or quirkier spaces.
Explore whether you can use in-house AV or furniture rather than bringing in external suppliers. Working with the venue’s services also saves you time on risk assessments and logistics.
It’s much easier to negotiate better pricing when you’ve got something they want – even if it’s less money. Negotiating catering packages, bundled services, or accommodation deals can also reduce costs significantly. In my experience, if you say to the venue, “This is my budget, how can we make it happen”, if they are the right venue, they will help you find a win-win solution providing you are flexible.
Décor and production can be exciting, but they are rarely what attendees remember most. Instead of overspending on staging, lighting, or decor, invest in the quality of your content and speakers.
A single strong visual theme or one big statement installation piece can create impact without the need for constant decoration.
Utilise existing digital displays at the venue, or investing in reusable décor and branding you can use at future events, will save you money in the long term.
Watch out for duplication in your processes. Multiple platforms, too many vendors, or overlapping services all drive up costs through extra contracts, coordination, and logistics.
Audit both your suppliers and your management tools to see where you can consolidate. Choose tech that delivers only what you really need rather than paying for extra features you won’t use. Streamlining your suppliers can reduce your overall spend while also simplifying planning and operations.
Not all sponsorship comes in cash. In-kind partnerships can be a valuable way to reduce costs while still enhancing your event. For example, a tech company might provide equipment in return for exposure, or a catering partner might supply food in exchange for profile. I once did a tech event and needed 10 large screen TVs. I found an electronics brand that was more than happy to lend me their TVs in exchange for visibility saving me thousands of pounds in AV costs.
Be creative with what you can offer in return: stage time, co-branded content, or hosted sessions. These partnerships can significantly cut costs while adding value for both sides.
Labour is one of the largest costs in event management. Reduce it by systemising repetitive tasks. Use pre-built communication templates, automate registration and check-in, and standardise supplier and staff briefing documents.
Work on productivity. I’ve seen so many event teams waste time revisiting decisions and making planning mistakes because they didn’t think things through earlier.
These efficiencies lower costs, cut down on errors, and free up your team to focus on creating impact.
Data is one of the most powerful tools for saving money. By tracking registrations, attendance, and no-shows, you can plan more accurately for catering, seating, and materials.
For example, if you know a breakout session typically attracts half the audience, you can book a smaller room and order less food.
This type of informed forecasting prevents overspending while still meeting attendee needs.
Some cost cuts undermine the event. Don’t reduce investment in sound, AV, or technical management. If an attendee can’t hear the person on stage, they will disengage, and you would have failed in your mission. Nothing turns off attendees more than when production fails.
If you are working with in-kind partnerships, always deliver on what you promise. Nothing sours a mutually beneficial partnership off quicker than not holding up your end of the bargain. When we are running around with a million things to do, it’s easier to take those partnerships for granted.
And finally, never compromise on accessibility or safety. Cost efficiency should never come at the expense of experience or reputation.
Managing event budgets well is not about stripping back; it’s about focusing on what really matters. By designing around outcomes, consolidating suppliers, and developing good productivity, you can cut costs while protecting the elements that make your event impactful.
Spend less where it doesn’t matter, and more where it does. That’s how you deliver memorable experiences without overspending.
Nick Oxborrow is an Event Business Success Coach with over 30 years’ experience in the events & hospitality world. He’s built and run a successful international events agency, producing more than 500 events for global brands such as Red Bull, Netflix, and Chanel. Earning awards like Best Guerrilla Marketing Activation and Best Event Planner in Singapore.
Nick now helps event professionals grow profitable, purposeful businesses, offering clarity, strategic growth plans, and confidence without burnout. His mission: cut through the noise, help you focus on what matters, and scale sustainably.
