3. Staying within Budget
(While Working with a Committee)
Find ways to lower catering costs without sacrificing quality.
Focus your budget dollars efficiently and resourcefully.
Approach the venue with a negotiated price in mind.
Be proactive by having pre-emptive, anticipatory solutions
ready in advance.
4. Sponsorship & Venue
Identify your ideal sponsor’s placement at the event – who
needs to be there based on that specific audience?
Know every detail about the venue (e.g., room flow, access
to amenities & on-site facilities, etc).
o Remote location – get as many photos as possible of all aspects
of both the room and venue.
Understand the full expectations of all stakeholders
involved – ask lots of questions.
5. Flexibility with a Small Budget
Choose décor pieces that are easily interchangeable but
still reflect brand and theme.
Hire artists to add ‘visual pop’ in a creative way that also
articulates the event’s overall vision.
Analyze venue space proportion – adapt your design
elements to reflect scale of room.
o (e.g., use lighting to create an intimate feel in a large space.)
6. Key Points to Remember
Every special event is a production.
Vendors (e.g., florists) need ROI for their in-kind sponsorship.
Provide artists freedom and leeway (but with a general
direction and overall vision) to create.
Foster a sense of engagement for artists, artistic
organizations and vendor sponsors in the event. What’s in it
for them? Access to key audiences for their businesses.