Use these simple tips to squeeze more out of your events budget

Let’s face it; planning an event is hard. Budgeting for one is even harder. The more you delve into planning, promotion, ticket sales and the actual running of an event, the more hidden costs you seem to find. Luckily, we’ve got a top tip to save you time and resources and keep you within that all-important events budget.

Firstly, consider where your money is going.

From printer ink, postage and efficient email providers to the cost of staff time, getting event tickets to customers is a pricey process. It’s crucial to remember that in the run up to an event you have to market the event and send out tickets while still maintaining business as usual. And if you miss a phone call, you might lose out on a potential attendee.

Secondly, invest in an automated system.

It may sound counterintuitive to buy a new system when you’re trying to stick to a budget but doing so actually reduces the overall cost of your events.

One Tree’s ticketing system, for instance, takes care of ticket sales and fulfilment for you. The simple embedded ticket shop can be installed without having to pay for a web developer and allows customers to buy tickets from your website 24/7. You are given the resources to generate marketing materials for multiple channels quickly and easily. This greatly reduces the time and money your staff need to spend selling tickets, taking calls and promoting your events.

Selling tickets online allows the cost and effort to be passed to the customers. Our system lets you collect and track pre-payments as well as gather information about the dietary requirements/access requirements of attendees. This saves you having to send out extra emails and spend time organising information into spreadsheets.

All in all, the small investment in an automated system results in far more sales and considerably less strain on your events budget.

Thirdly, concentrate on the smooth running of the event.

Letting your automated system take care of sales, invoices, data collection and fulfilment leaves you to focus on the event itself. The key elements to this are promoting the event regularly and making sure the on-site team are organised ready for when the event begins.

Use the system to download guest lists for the staff on the door and dietary information for the kitchen team. After that it’s just a case of finalising decoration and making the event extra special for your guests!