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A recent study by Oniva reveals that for one in three event managers, budget control is one of the biggest challenges. And no wonder – anything can happen at an event. Technical issues, last-minute changes or unexpected service provider costs can make precise planning difficult. In this article, we’ll share 7 smart budget hacks to help you reduce your event costs in advance – without compromising on quality.
With over 20 years of experience in the event industry, both as an organizer and in the development of digital technologies for events, Marc combines his extensive expertise with a Master's in Digital Business Management and a Bachelor's in Business Administration with a focus on Marketing.
Budget management is one of the top challenges for event managers. Seven practical hacks for reducing event costs include negotiating multi-event contracts with venues and suppliers, repurposing content across formats, reducing print materials, using event software to cut administrative staff time, and centralising purchasing across the organisation. Small savings in each area can add up to significant reductions in the total cost per event.
A complete event budget covers all direct and indirect costs of your event. This includes:
As the last point shows, a realistic budget for professional event planning should always allow for a financial buffer to cover any unforeseen circumstances. Rarely does an event budget end up lower than originally estimated.
The amount you’ll need to budget depends heavily on the type and scale of the event, as well as your audience. As a rough guide:
These figures can vary significantly depending on region, venue, number of attendees, and type of catering.
A tip for initial calculations: Work backwards based on the value your event brings. An event can also be designed around your available budget. For example, if your marketing team usually calculates CHF 250 per new lead from other channels, you can use this as a benchmark when planning a customer acquisition event.
Some cost areas can quickly become budget-busters:
Our tip: Always plan a 10–15% buffer in your event budget for unexpected costs.
These 7 approaches can save costs in the run-up to event planning.
Venue rental prices vary greatly depending on the time of year, day of the week, and overall demand. Plan your event during a low-demand period to benefit from better rates.
Is another event taking place just before or after yours? Then it’s worth getting in touch with the organisers. Sharing furniture, tech equipment or setup costs can lead to significant savings.
Use neutral signage, modular décor and reusable branding elements. This way, you can reuse materials for future events and cut down on one-off costs.
Instead of fully staffing every role throughout the event, schedule staff based on actual need – particularly during setup, peak periods, and teardown. Anyone not needed at a certain time can be redeployed elsewhere.
A buffet with flexible numbers or food trucks that operate on a revenue-share model are usually more affordable than a fixed menu. This is especially helpful when the number of attendees or the no-show rate is unclear.
Many tasks can now be done in-house using tools like Oniva. From your event website and invitation management to check-in – you stay in control, reduce external costs, and can reuse templates from previous events to save time.
Make use of your internal talent! Many team members enjoy a change of scene, and being part of an event can boost team spirit. It saves you from hiring external staff and increases identification with the event.
A well-thought-out event budget is the foundation of cost control. With a few simple strategies, you can significantly reduce event costs. Those who plan early, make realistic assumptions, use efficient event tools and draw on internal resources can create high-impact events – even with smaller budgets.
Many costs can be reduced through early planning, digital processes and the targeted use of event tools. Automated workflows can save time and money, particularly when it comes to registration, communication and attendee management, without detracting from the event experience.
The most common hidden costs include last-minute changes, manual processes, inaccurate attendance figures and a lack of automation. Unclear responsibilities or inefficient communication can also significantly increase the organisational workload and, consequently, the overall costs.
An event management platform helps to standardise processes, reduce errors and use resources more efficiently. Thanks to centralised data management, automated communication and reporting functions, event managers can keep a closer eye on budgets and make more informed decisions.
Find out more about the possibilities of the event management tool Oniva for your organisation.
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