Navigating tight event budgets can feel like solving a puzzle with missing pieces.
How do you make everything fit without sacrificing quality?
We sat down with three of our team members—Leslie Taborga, Director of Strategic Partnerships; Brian Fillmore, Director of Finance; and Brian Kellerman, CEO and Partner at GoGather—to get their expert tips on making event magic happen within tight budgets.
In this article, they share their insight on how you can make your dollars stretch further and create unforgettable events in 2025.
Quick summary: mastering tight event budgets.
Balancing a tight budget while delivering impactful events isn’t easy, but it’s doable with the right strategies.
Here’s a sneak peek at what our experts suggest:
- Clarify goals and priorities: Allocate funds where they matter most.
- Get multiple bids: Ensure competitive pricing and avoid overpaying.
- Trim the agenda: Shorter events can significantly cut costs.
- Negotiate smartly: Build relationships and explore multi-year contracts.
- Leverage technology: Streamline processes and save on printing costs.
- Repurpose and partner: Reuse resources and explore sponsorships for added value.
53% of event professionals agree that decreasing budgets are the biggest challenge they face.
But with these strategies, you can tackle this issue head-on and still deliver impactful events.
Now, let’s get to it!
1. What’s one key strategy you’ve found effective for maximizing impact on a limited event budget?
Leslie Taborga, Director of Strategic Partnerships: Start by clarifying your goals and priorities. If networking is key, focus on allocating funds to activities that cultivate collaboration rather than adding fluff.
For example, you can use your hotel’s F&B minimums to host networking sessions instead of booking an offsite venue that adds extra costs.
Brian Fillmore, Director of Finance: Always get multiple bids from vendors. Whether it’s A/V, registration, or hotel selection, casting a wider net ensures you’re not overpaying.
Also, watch for scope creep—both from internal teams and vendors—that can drive up costs unnecessarily.
Brian Kellerman, CEO and Partner: Tie your budget allocations directly to your event objectives.
For example, if your goal is training and collaboration, invest in tools or setups that support those needs instead of spending on an inspirational keynote.
On the flip side, if culture-building is the goal, prioritize speakers or experiences that create connections.
2. When you’re working with a smaller-than-expected budget, what do you prioritize to keep the event successful?
Leslie Taborga: Align your agenda with your budget. A poorly planned agenda can lead to unnecessary overtime costs, especially for A/V teams.
Shortening the day or reducing the number of meals can also save money.
Brian Fillmore: Shorter events can significantly cut costs.
If your event is external, consider offsetting expenses through sponsorships.
Brian Kellerman: Focus on efficiency. Do you really need a four-day conference, or could three days achieve the same results?
Trimming the agenda reduces meals, A/V hours, and other associated costs.
3. Have you found any creative ways to stretch your event budget further?
Leslie Taborga: DIY decor and reusable digital signage can save a lot. For instance, an LED agenda board can be used instead of printed daily schedules.
Limiting hosted bar options, like switching to drink tickets, can also help control costs.
Brian Fillmore: Repurpose A/V setups for multiple sessions or events.
Keeping activities onsite eliminates transportation fees and venue costs.
Brian Kellerman: Explore partnerships and sponsorships.
Can a speaker double as a sponsor? Could internal teams handle certain tasks like registration to save on staffing?
Securing event sponsorships can offset your costs significantly, with some events covering up to 50% of their expenses through strategic partnerships.
Just be careful not to overload internal resources, as it can backfire.
4. What are some of your go-to tips for negotiating with vendors to get quality at a lower cost?
Leslie Taborga: Build relationships with trusted affiliates who can offer discounts based on volume.
Also, do your homework before negotiating; know exactly what you’re asking for and why.
Brian Fillmore: Multi-year contracts often come with discounts.
If your event is annual, this is a great way to lock in favorable pricing.
Establishing preferred vendor relationships can result in access to exclusive discounts and customized solutions, contributing to long-term cost savings and operational efficiency.
Event professionals who maintain long-term vendor relationships generally save around 5-15% savings compared to those sourcing vendors ad hoc.
Brian Kellerman: Flexibility is key. Vendors are more likely to work with you if you’re open to off-peak dates or creative solutions that benefit both parties.
Understand their goals and align them with yours for mutual success.
5. 2024 event data shows that A/V is the biggest budget impactor. What’s your take?
Leslie Taborga: A/V can make or break your event. It’s crucial to align your A/V spending with your goals.
Skimping here can result in technical issues that damage your event’s reputation, especially if high-profile speakers are involved.
Brian Fillmore: A/V is essential for delivering your message.
If budgets are tight, consider scaling back in other areas to ensure a high-quality A/V setup.
Brian Kellerman: A/V should be impactful and aligned with your event’s objectives. Miscommunication or unclear goals can lead to overspending.
Ensure you’re working with partners who understand your vision and can deliver without inflating costs.
6. How do you communicate the value of events to leadership when negotiating a budget increase?
Leslie Taborga: Tie every budget request to specific business outcomes.
If you’re asking for more, explain how it will impact your event’s success and ROI.
Brian Fillmore: Use historical data to showcase the return on investment.
Leadership is more likely to approve increases when they see past successes.
70% of meeting professionals expect budget growth for 2025, indicating a positive outlook and the importance of demonstrating ROI to secure increased funding.
Brian Kellerman: Connect the dots between your event’s objectives and broader organizational goals.
When leadership sees how the event aligns with their priorities, they’re more inclined to invest.
Bonus tips for managing tight event budgets.
- Plan early: Lock in early-bird discounts for venues, vendors, and travel.
- Early planning can lead to cost savings, with hotel room rates forecasted to increase by 2.6% globally in 2025, emphasizing the financial benefits of securing accommodations in advance.
- Use technology: Digital tools can streamline processes and reduce printing costs.
- Focus on high-impact areas: Don’t spread your budget thin. Identify areas that will make the biggest difference and allocate funds accordingly.
- Leverage relationships: Strong vendor partnerships can lead to discounts and added value.
- Stay flexible: Be open to adjusting dates, venues, or agendas to cut costs without compromising quality.
Managing a tight budget doesn’t have to mean sacrificing impact.
With strategic planning, creativity, and clear communication, you can create a memorable event that stays within budget.
Ready to plan your next event?
With over 15 years of experience, GoGather knows how to bring your creative concepts, mission, and event goals to life—while staying within your budget. Let’s connect and brainstorm ways to save together.
