Is there such a thing as event planning on a shoestring? Any cost-saving tips or frugal fundraising ideas?
Event planning is not about dollars and cents, but about the dollars being spent making sense, and in the case of fundraising endeavours, bringing about a return that may or may not be monetary. It depends on the event and the purpose it was held for. I have seen fundraising events run at a financial loss but provide an immense amount of awareness and PR exposure, which was the main purpose of those events (but the goal should be to design an event that will do all of that and raise money).
One major cost saving tip is to look at your location options and to consider taking your event outside of a hotel ballroom or convention centre and use an unusual venue than ties into the theme but that needs little in the way of décor enhancement. But always remember to do a cost comparison – one organization moved their yearly fundraising event from a hotel to a convention centre and was hit with unexpected costs at every turn. For example, they advertised a martini bar and while martini glasses had always been provided at no cost through a hotel, at the convention centre they had to be brought in at a cost of $6,000. That expense had not been budgeted for and came right off their bottom line. And that was just one item. Tables for the silent auction and draping were no longer free and there was no extra help available, such as bellboys for unloading supplies, etc.
One unusual venue that I have personally used (not for a fundraising event but it demonstrates what to look for) was the takeover of an exclusive restaurant for the worldwide theatrical gala opening of Disney’s Beauty and the Beast. The restaurant had never closed to the public before, but in experienced hands that is not a problem. It was the perfect setting for the post theatre celebration and was a restaurant that always had a huge waiting list and was in demand so it brought with it a certain prestige.
There was a working fountain, similar to what was on stage. The existing food stations were over the top and would remind guests of the opening village scene, with each food station renamed after specific characters and menus changed to reflect the play. The bars by the front entrance evoked memories of the dungeon scene and permission was received to turn the atrium of the building that housed the restaurant into an enchanted forest, which was another important element of the play. This same effect could have been duplicated in a ballroom but at double or triple the cost. And even though price was not a factor, creativity was. Taking it out of a ballroom setting brought a very different ambiance to the event and worked to create a memorable, meaningful and magical evening.
That is not to say that hotels cannot be cost-effective, but look for a space that lends itself to your theme without having to spend a fortune on décor and site rental charges for extensive setup and teardown time. For example, one hotel in southern California has a room that is absolutely exquisite for an upscale – but very select and intimate – white glove service fundraising gourmet dinner and dancing gala. The function room has an incredible chandelier that sets the tone for a very classy event. The terrace opens up to a view of the sun setting over the ocean, and cocktails were carefully timed to take advantage of that. Champagne, canapés, and a classical guitarist entertained guests in a picture perfect setting. There is no additional cost for nature or taking advantage of a spectacular view, but few remember to factor it in.
Spectacular floral arrangements set off the dinner setting, which was white on white with sparkling silver and crystal. A white baby grand and pianist in a white formal tux played soft background music during dinner. The terrace was then opened for dancing and a sitting area for brandy and cigars was set up under a tree overlooking the ocean, completing the after-dinner scene. It was stunning in its simplicity and the perfect fit for the guests who were attending – not all fundraising events have to be for hundreds of guests – and depending on who attends the same dollars can be raised. The same event elements in a traditional ballroom setting would not have been as visually effective without major dollars being spent on creating a fantasy setting.
Another hotel in the south had access to a house that had a magnificent courtyard. It was perfect for a cocktail reception fundraising event. The courtyard featured a night blooming garden that was talked about weeks after by attending guests (which is what you want to happen). Again, very little was required to add to the setting and they were able to tie a beautiful garden party theme to the location. By asking the hotel what else they could do that was creative they were able to come up with this unique option that very few people knew about.
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Judy Allen is the author several bestselling books about event planning: Event Planning, The Business of Event Planning, Event Planning Ethics and Etiquette, Marketing Your Event Planning Business, and Time Management for Event Planners. For paid professional event planning consulting – event design, site selection critique, venue and supplier contract review, budget analysis, strategic planning, event logistical and timing requirements, and on-site orchestration – contact Judy directly at Judy Allen Productions.
Advice and recommendations are based on limited information provided and should be used as a guideline only. Neither the author nor CharityVillage.com make any warranty, express or implied, or assume any legal liability for accuracy, completeness, or usefulness of any information provided in whole or in part within this article.
