August 19, 2015 · Function Centres · (No comments)

The best way to minimize your event cost to minimal


Trent Gabrysch

How many of us would not enjoy hosting a big lavish event, be it for our own personal celebration or a company event. But the big crunch comes when it is time for you to pay the bill. Off course we try to make our events as awesome as possible but without having to shell out tens and thousands of dollars just to get it done, so how do we keep the cost down to a minimum without compromising on the impact we want to create and have?


First of all, during your event planning stage decide on the amount you are wiling to spend in hosting your event. To get a fair idea on how much an event would cost, you can get a rough estimate from event companies on a no obligation basis. You can use event management system

application that readily available in internet to help you manage your events. It features lots of nifty functions to help you generate a cost maintenance list, send invitations by sms and email, floor and table arrangements, checklist and evaluation forms. You can use this event management system to simplify your event planning and management at the same time save time, reduce costs on papers, phone call an other expenses.


Get an indication of a basic minimum that you need to set aside, bearing in mind that the more items and programs you add, the more the price will increase

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A starting point for your event plan


Now, to the nitty-gritty part of setting an event management system to monitor, implement and run the overall event. Be as detailed as possible, as every thing you miss out and have to add on later will also add on to your price. So it is a good idea to make a check list and as you know \”better to check it twice\”.


Some ideas for an item check list. Customize your checklist to include:


The number of \”head\” count you are expecting to attend your event. Each person attending is a cost in itself, so make an RSVP card to confirm attendance way before the event, this will help you to save on F&B costs especially if you are planning to have the event in a hotel or caterers are involved. It is also a good idea to send reminders about a week or more before the event as a last minute check on attendance so you still have time to cut your order if there are any cancellations.


You might not think that picking a good date and time is crucial, but YES, it is. Avoid dates where there are public holidays, school holidays or other major celebrations unless of course if your event requires mass public attendance then these would be good dates. Chances of people showing up on eve or public holidays to attend a business event or a closed door launch event will be a little less as they are probably already in a holiday mood or have prior engagements with family and friends.


Before you even plan an event, make sure you choose all the things about the event wisely. This involves deciding on the goals and reasons why you are organice this event, especially for companies who plan to have several events a year. You don\’t want to run out of budget before the year is up.


Choose your event management system carefully, make sure that they are in-line with the effectiveness and cost saving methods of planning and running an event.


Try to lower on printing cost for items like letters, flyers, and banners because if you realize by real observation, pass a flyer to anyone on the street and what do they do? At least 50% will throw it a way after a brief look, if they look at all. Another percentage will stuff it into their pockets and in it goes to the washing machine. The smaller percentage will actually take note (then again if you are lucky). The best solution? Give them a freebie! A good percentage will keep it. With your brand printed on it, the item will probably sit on a shelf or desk and be a reminder of your product! With all the cost of printing combined, it may workout to be less expensive with a freebie.


These are just some of the pointers that you can make use of to plan your event. A good event solution checklist does not just stop here; there are loads more items to consider before you can even decide on hosting your event. The keyword is to be prudent. It is not difficult to minimize your costs and expenditures if you are well planned and have the best event management solution at your fingertips. Plan early and don’t over spending and you can minimize the cost.

The writer of this article, Yusno is currently the Chief Executive Officer at Y Us Sdn Bhd, a company that make


, an event management software for organizers and planners to plan and run events efficiently. Checkout his


for more tips and useful articles on managing great events.

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