What to Keep in Mind when Organizing a Budget-Friendly Charity Event

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Written by Tim Grable

July 22, 2017

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As a charity event organizer, you’re probably wondering how you can keep costs down while planning a successful charity event at the same time.

The good thing is that you can achieve both of these things. If a fixed budget enforces limitations, you don’t need to feel stressed out. You can do great things even when you’re on a budget.

Here are our tips when it comes to keeping costs down for a charity event. 

What to Keep in Mind when Organizing a Budget-Friendly Charity Event

1. Choose an Affordable Time

Plane tickets are more expensive during the weekends because that is when people travel the most.

The same goes for charities. Costs can get pretty high if you decide to organize the event during the weekend. To keep your costs down, set the date in the middle of the week.

Don’t worry. That will not stop people from showing up at your event.

2. Get Sponsors

There are many brands out there that would want to partner up with you and be a sponsor for your charity event. While they help your event turn out great, they also help themselves.

Don’t hesitate to contact brands that you already know. They can assist you with coffee, food, drinks or any other supplies you might need for the event.

3. Free Promotion

If you don’t promote your event, people won’t find out about it. Nevertheless, instead of thinking about paid promotion, you can resort to a much simpler way.

Ask all the people you know who are involved in organizing the event to share news about it across social media.

You may think that it cannot make such a big of a difference. However, if you piece together all the audience these people have on social media, you’ll reconsider the impact.

4. Location

When you’re on a budget, and you have to decide what the location is going to be for your charity event, you have two options:

  • Find a way to book a conference room or any venue for a minimal price
  • Have the event at the organization’s office

If the office is big enough for the number of people you’re expecting at the event, or if you have a big garden, then it’s the perfect venue.

If you have some friends who have a space that can be ideal for your event, reach out to them.

When it comes to the venue, you also need to take into consideration what type of entertainment you’ll have. A magician or a band will probably require more space than a motivational speaker.

5. Rent Equipment

Buying equipment can cost a lot of money as well. When you need to keep costs down, it can affect your budget when you don’t have the money to invest in it.

It’s best to resort to the option of renting equipment, such as mics, speakers, projector, lights, cables, and other.

It’s much more affordable in the long run because you probably won’t be using the equipment too often.

Don’t Keep Costs down when It Comes to the Entertainment for Your Charity Event

The tips we mentioned above will help you not overspend, while you will also deliver a quality event for your audience.

We recommend not keeping costs down when it comes to entertainment, though. After all, it will represent the soul of your event.

Whatever you do, don’t forget about quality entertainment.

Feel free to contact us at (615) 283-0039 if you want to find out more about our entertainment services or send us a message instead

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