Deciding on the right venue is critical to the success of any event.
If you are on a budget, finding a cheaper venue that works for your event is one of the toughest tasks for any event planner.
Here are ways you can think outside of the box and find venues that work with any budget.
1. Work with unconventional venues
Unconventional or non-traditional venues may not be high in demand, making them much cheaper. Consider spaces such as art galleries, parking garages, nightclubs, airport hangers, or historic houses; these are all nontraditional venues.
An unconventional venue can be unique, which means your event will be memorable, have fewer restrictions and more room for design space.
- Art galleries
- Farmhouses & Barns
2. Host an outdoor event
If the weather is going to cooperate or you’re in a weather-freindly area, then you can host an event outside in open spaces, such as gardens and parks.
You may just need a permit for the event but it will likely be much cheaper than a traditional venue. Parks can accommodate a lot of people and there can be plenty of choices for activities.
Check out areas around your community that might work for you event vision.
Here are some permits you need for outdoor venues depending on the event:
- Assembly permit
- Large gathering in a park permit
- Outdoor festival permit
- Park facility permit
- Temporary street/lane closure
- Tent sub-permit
- Cooking sub-permit
- Alcohol permit
- Electrical permit
3. Form a partnership
When you form partnerships, you may get venues for free or at a discounted rate.
For example, you can rent out the venue in exchange for advertising the space to your clients, online and through marketing efforts.
If you aren’t able to get the event for free, see if you can negotiate a deal for a cheaper price with the right incentives for the venue owner.
Tell the venue owner that you are willing to plan the entire event, bring in your own staff, promote it on social media, and list them as a partner sponsor; give them an offer they can’t refuse.
Anything you can do to form a relationship will build a successful partnership for future events.
4. Work with a venue that adjusts costs
Not every venue is going to have their prices set in stone and there may be some wiggle room. For example, you may find a venue that will adjust the cost based on the number of guests you are having and/or total space needed.
If you have already formed a partnership with the venue owner, then it may be easier to adjust some of the costs and work out deals.
Remember, never be afraid to negotiate before agreeing to a contract.
5. Find an event planner with connections
Working with an event planner who has connections may give you some ideas for venues you may never have thought of previously.
Event planners are key for making new connections, getting recommendations on other services, and access to other deals.
If you aren’t working with an event planner, try reaching out to your network for any connections they have.
You never know where a connection will lead you in regards to finding the perfect event venue at the cost you want.
Where to find event planners:
- Community lists, calendars, Google search
- The Bash
- Word of mouth
- Networking events
- Facebook communities
6. Utilize the help of online services
Make your venue search easier with venue sourcing tools. There are plenty of different online services to help you with your search.
1. EVENTup allows event organizers to browse and book spaces for conferences and, with hundreds of choices, it’s a quick and easy process.
2. Peerspace serves as an online marketplace that connects businesses and professionals with great spaces.
3. If you need help looking for the unconventional and non-traditional venues mentioned above, try searching on Unique Venues.
With these tools, you can find exactly what you are looking for at the price you need.
These services can also give you an idea to see where other events are being held so you don’t need to reinvent the wheel with a completely new venue.
7. Turn your workspace into a venue (if possible)
It's time to change how you see your workspace. Right now it's where you conduct business, but change your perspective.
You may see that your workplace could be the perfect venue for any event you throw.
Office buildings, lobbies, and even City Halls, places you spend your time of business, might be just what you need.
If that's the case, we just found your free or low costing venue!