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June 1, 2011  •  by Jane Carter

Organizing & Budgeting: Keys to a Succesful Event

As anyone who has ever worked on setting up an event can attest to, taking that event from idea to reality can be an utter nightmare.  With so many things to account for and take care of, it is easy to lose control over your event organization and feel lost and overwhelmed.  On the other hand, however, event organization can also be extremely rewarding and fulfilling.  Achieving this organizational “bliss” and avoiding the nightmare of organizing and budgeting your event depends on a number of factors.  Here are some key ways to keep your event organization focused and successful:


Determine the purpose of the event An event without a purpose is already doomed for failure.  Whether its  business, social, fund raising, educational, or a combination of purposes, pinpointing your event’s purpose helps gives it shape and identity and will help you start to plan the rest of your event. Setting a goal The goal for your event will vary depending upon the purpose you determine.  Whether your goal is to raise funds or increase membership, knowing what your aiming for allows you to be more efficient with your energy and helps you focus on what’s important. Type of event Frequently overlooked by event organizers, understanding your event type is an essential part of event organization.  Many different types of events involve many different types of risks and limitations so, for example, understanding what goes into a charity golf tournament or dance competition is key to staying on top of your event planning and organizing. Negotiating Once you’ve determined the purpose and goal of the event, it is then key to negotiate.  Similar to the budgeting area of organizing (which will be discussed in greater length later), negotiating involves knowing all aspects of your event without overlooking anything.  A negotiator negotiates not only with venders and businesses but also with themselves and others within the event, deciding what is or isn’t necessary and what should or shouldn’t be included. Action plan After you’ve done all of the previous tips, you will finally have an action plan.  Event organizers plan extensively and are always prepared for any changes.  The completeness, thoroughness, and quality of your effort and action plan is often the difference between a good event and a great event!


While all of these tips are crucial to event organizing, no part of setting up an event may be more crucial than event budgeting.  Maintaining a successful balance between organizing a great event and keeping the budget out of the red can often be tricky as many organizers often lose sight of their event costs and over-budget.  Event budgeting is of great importance for a company like Ticketbud as it is our goal as an organization to make your experience selling tickets as cost-effective as possible.  Ticketbud allows customers to spend less on tickets and spend and focus more on other parts of an event, helping to alleviate your budget of unnecessary ticketing expenses. Here are some additional tips to keep your budget low without sacrificing your event:

  • Something as simple as holding your event during the afternoon can help you shave costs.  Afternoon events require less food and catering like light snacks and beverages.
  • Communicating with guests and workers can often lead to discovering talents or skills that can help you avoid certain costs.  A guest or employee who can play an instrument or make food for your event can be a nice alternative to expensive outside options.
  • Decorations can seriously inflate a budget so being economical about your choices can be key.  For most decorations guests will not be able to tell the difference between, for example, expensive or cheap lighting so understanding how to manage decorations is vital.
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