Organizing an event is a costly affair. This is what most of us believe. We’re right to some extent but not always. Because you can do it with zero budget as well! Yes, you heard it right – you can organize an event with zero budget. People have done this and in fact, are still doing it with great relish, so you should do as well.
But yes, such an endeavor is easier said than done unless right planning is done. When there is no capital involved, it means you have to coordinate the project with great care, plan things well in advance and then take the plunge. Nothing is impossible if you have the right mindset and the will, and the same is true with hosting a zero-budget event.
Here are steps to take to organize an event with zero budget –
1# Give ideas a shape of concept
Your ideas for the event should get the shape of a concept first up. This is when you get the clue about the ways to leverage technology, venue, partnerships, and collaborations. Only after having conceptualized, then you can go ahead and decide what to make the most of without spending a dime. Most importantly, the focus should be on creating an experience for the audience.
2# Select the right audience
The concept is ready and now you have to select the right audience. This will help in finding the right partners and sponsors. You have to set a price for attendance and then based on this factor, determine the audience. The selection of venue and date would put order to the concept and give you clarity of all the things.
3# Decide the agenda for the event
Every event big or small has an agenda to go around with. Yours too must have one so that the audience can understand their role in it. Whether you want the agenda to be discussed or debated in a workshop or in an all-day event, you have got to be sure of this before hand. Only then can you go ahead with the venue selection, choosing the right sponsors and partners for the event.
4# Select the right venue
It would be a challenge to decide on and then find the right venue for the event. The challenging part is, of course, to find that for free! So, whether it’s a workshop, conference or one-day event, you need to draft a proposal and send to the venue to get their confirmation. The venue should have ample occasion-specific theme and feel to add weight to the event.
5# Get speakers for the event
It won’t be easy to get speakers for free for your event. It’s however possible provided you have a good plan ready and sent to them. Show to speakers the benefits they would get by attending the event, focus on the brands association and the list of the audience, to move them. If you could draft a good proposal, speakers will definitely take note and get ready to render their services for free.
6# Find partners
The event you plan should have some drinks and snacks for guests. It should have designs and a bit of promotion going to add weight to it. For all this, you can approach partners who’d be interested in associating with you for brand building measures. So, the focus should be on building relationships with those eager to leverage the event and gain some points.
7# Find sponsors
The agenda, topic, and theme of the event will decide the kind of sponsors you should look to find. After all, not all brands will find value in your event and thus, you have to target to only relevant players. You have to look at which companies can leverage the event, connect with the audience and advertise themselves. This will more or less ease the way in regard to finding sponsors.
8# Look to market the event
When it comes to marketing the event for free, nothing can match the power of digital platforms. You can benefit from digital marketing and get the event promoted at a great budget. The best way is to utilize social media, is to share event details and let the word spread. You can reach to a lot of people this way without spending virtually anything.
9# Benefit from the technology
You can benefit from the power of technology and add a new dimension to the zero-cost event. Get a free website designed, choose the right software for your event, indulge in doing online promotion on your own and then get the event going. All this won’t cost a single penny for sure.
10# Take the final call before going live
Now when everything is decided upon and mulled over, you reach the stage to take the final call in regarding going live with the event. This way, you can see if everything is well-planned or not. This is how even an event planning agency does the work but charges money.
Akshay Sharma is a digital marketing enthusiast and has written many topics in the related field. He works with Wonderland Agency, which is one of the best event agency in the UK