Budget-Friendly Event Ideas

I’ve been having a lot of conversations with clients that need help with creating VIP experiences on tighter budgets. Sound familiar? I’m going to share some strategies for “smart luxury” so you can create more of those win-win premium experiences while keeping you on-budget and driving the results you want! But first…I love this quote: “Luxury means just giving more; hospitality means being more thoughtful”. Powerful, huh? But what does that mean? Example #1: Rather than spending $100 more on caviar for every attendee, investing in an “event concierge” who will sending a personalized email to every attendee before a special dinner to ask them if they have any special requests, share with them who they can expect to meet, the format, how much you’re looking forward to making personalized intros to them...  Why does this work? If you take the time to invest in getting to know your attendees and showing you’re invested in their personal experience, they are more likely to show up, be engaged, remember to take the action you want them to take after the event. Example 2: Rather than providing fancy but generic gifts, do a little time “researching” guests and personalize a welcome amenity to set the tone for the event. I once bought-out a hotel for an event, and they sent up a “blind tasting” wine experience to my room when I arrived since I had recently passed the Court Master Sommelier exam. They had researched that about me. It was so fun to have a playful moment where I got to taste wine and guess what they had selected for me (it was a Robert Sinsky pinot gris and yes, I still remember 10 years later because it was so personalized and unique!) Why does this work? That bottle of wine cost them roughly $30, but the thoughtfulness that they put into covering the bottle, printing out a blind tasting test from the Court master sommelier site, and delivering it with some nuts/olives and a fun note made such an impact on me, I’ve shared this story so many times! They could have instead sent up a $150 bottle of champagne, but I probably wouldn’t have opened it and also probably wouldn’t have remembered it from all the other bottles of champagne I’ve received. Fancier isn’t always better and thoughtfulness counts! Example 3: Listen and respond. I was once managing a Google Executive event and I noticed in our event app’s chat one attendee was complaining that he was really craving his afternoon Diet Coke fix. So I went to the nearest vending machine, and bought one to hand deliver to him. That Google client was so surprised/delighted that we had delivered what he was craving in the moment, that he booked a meeting with our SVP afterwards, and we closed a major deal! Hospitality is about making your guests comfortable, anticipating their needs, and then delivering a personalized and delightful experience. It can involve luxurious treats, but doesn’t need to. All it takes is time, intentionality and good old fashioned hospitality.

And I'm back with more "Drake's Takes"! 😜 Today's Field Marketing PRO TIPS are on: Hosting events on a budget 👉 Remember to focus on the goal of your attendees.... to network with other likeminded peers in the industry! 👈 You might be surprised to know that most companies allocate as much as 20% of their marketing budget towards field & event marketing. But this can vary from company to company, depending on your ICP and company goals. Sometimes your budget may be limited, especially in the beginning when you're proving ROI. Planning an event on a tight budget might feel daunting, but with the right strategies, you can make a big impact without breaking the bank. Here are a few practical tips to host memorable events while keeping costs in check: 1️⃣ Know Your Goals: Define what success looks like. Understanding your objectives will help you prioritize spending. Your team goal is to drive net-new prospects, and move open opportunities to closed-won. But also consider the goal of the attendee. Why are they coming to your event? It's to network with their peers! What environment are you creating to allow for organic conversation? 2️⃣ Budget Smartly: Your event schedule should be planned a quarter in advance so that you can allocate a set amount of your budget to specific events. Then for each event, break it down into key categories like venue, F&B, employee T&E and swag, etc. Pro tip: Always include a contingency fund (~5%) for the unexpected! 3️⃣ Consolidate Vendors: Venues offering in-house catering, A/V, and décor often save time and money. (Similarly, using one tech platform for registrations, reminder emails, and analytics can streamline efforts.) Pro tip: Keep it LOCAL, and stay in contact with vendors you've successfully used before in each city and collaborate each time you're in that city to keep costs low. 4️⃣ Leverage Partnerships: Collaborate with other tech partners, industry communities, or local businesses to cross-market or co-host. This reduces costs and boosts attendance as you're both inviting your target ICP. 5️⃣ Focus on ROI: Track metrics like leads, total attendance and NPS engagement to evaluate success and improve for future events. But more importantly track your ROI through robust Salesforce reports to keep an eye on open pipeline and closed-won opportunities that came from your event. And be transparent about the results! If it was successful, host it again. If it wasn't, then reassess. Finally, flexibility and creativity are your best assets. From negotiating with vendors to rethinking must-haves, a resourceful approach can turn constraints into opportunities. In the end it's about creating an organic environment for conversation, so your attendees can get to know one another and build their community. This keeps them coming back for more! Field Marketers, what’s your go-to tip for hosting events on a budget? Share below! 👇 #FieldMarketing #EventProTips #DrakesTakes

See One. Do One. Teach One. I was watching Grey’s Anatomy (don't judge) when a line jumped out at me: “See one. Do one. Teach one.” It was Dr. Webber's mantra for medical training: observe a skill, try it yourself, then pass it on. It's also the perfect blueprint for event engagement. Most events get stuck at “see one.” Attendees listen to keynotes, sit through panels, watch demos. They see a lot, but if that’s where it ends, the knowledge fades almost instantly. The next level is “do one.” Give attendees space to try what they’ve learned, through hands-on workshops, scenario labs, role plays, or even a 10-minute exercise in the room. This helps the ideas move from theory into muscle memory. But then there's “teach one.” Create moments for attendees to share their perspective. Whether it’s a micro-discussion at their table, a peer-to-peer breakout, or a post-session “lightning share” where they explain what they learned to someone else. When people teach, they anchor the learning in their own words, and engagement skyrockets. What if designing events around this mantra could transform attendees into contributors? They stop being passive listeners and start being co-creators of the experience. Maybe that's what engagement is meant to be, after all. 

Some of the most innovative solutions come from rethinking what we already have. When we started our first team, we wanted to create an environment that would positively impact the team dynamics. We knew our space wasn't just a place to work. It could shape how we act, boost creativity, and help us bond. So, without the budget for offsites or expensive team-building events, we focused on maximizing what we had. We transformed our office into a creative hub, turning desk clusters into brainstorming sessions and empty corners into challenge zones. We also leveraged our community. We partnered with local businesses, hosted events in neighborhood cafés, and took on pro bono projects for nonprofits. This helped us build not just our team but a culture of collaboration and resilience. It was about doing more with less and bringing the team closer. And it worked. Our team became more engaged, creative, and united. This experience led to the realization that you don’t need more resources; you need to be more resourceful. Creativity, innovation, and a sense of community can all thrive when you maximize what's right in front of you. If you've got the mindset and wish to do the same, here is the framework for action: - Assess Your Environment: Identify underutilized spaces within your organization. Think creatively about repurposing them for team activities.      - Engage with the Community: Connect with local businesses and nonprofits. Look for ways to collaborate that benefit both parties.      - Create Rituals: Set up regular activities that use these resources, like weekly brainstorming sessions or monthly community projects. How have you made the most of your existing resources? I’d love to hear your stories and ideas! . . . #resources #allocation

I hosted 100+ events last year with a $0 budget. Instead, I had to rely on Social Capital. ⮆ Food sponsors became trusted partners. ⮆ Venue owners became community advocates. ⮆ Attendees became evangelists. The math is simple but powerful: • 1 introduction = 1 goodwill • 10 goodwills = 1 event • 10 events = 1 community • 10 communities = 1 ecosystem Importantly, a $0 budget forced me to think differently: Instead of paying for a venue → I offered venue owners a solution to their Tuesday night problem Instead of buying catering → I turned sponsors into community partners who needed to grow their brand Instead of hiring staff → I turned my attendees into my next co-hosts And here's the secret sauce: When you can't pay people, you have to create value in other ways: ↳ Recognition (tag them, celebrate them, make them heroes) ↳ Access (exclusive intros, insider knowledge, first dibs) ↳ Reciprocity (help first, ask later, always deliver more) The founders who get this? They're the ones building movements. My advice to anyone starting out: 👉 Stop waiting for a budget. 👉 Start adding value right away. All you need is: 💻 A laptop to create an event page 🟦 A LinkedIn account to rally people 🔥 The guts to go out and ask "Hey, can we use your space?" 𝘉𝘰𝘯𝘶𝘴 𝘐𝘯𝘴𝘪𝘨𝘩𝘵: 𝘐'𝘷𝘦 𝘧𝘰𝘶𝘯𝘥 𝘵𝘩𝘢𝘵 𝘚𝘰𝘤𝘪𝘢𝘭 𝘤𝘢𝘱𝘪𝘵𝘢𝘭 𝘤𝘰𝘮𝘱𝘰𝘶𝘯𝘥𝘴 𝘧𝘢𝘴𝘵𝘦𝘳 𝘵𝘩𝘢𝘯 𝘧𝘪𝘯𝘢𝘯𝘤𝘪𝘢𝘭 𝘤𝘢𝘱𝘪𝘵𝘢𝘭. Why? Unlike money, the more you spend it on others, the more you get back. Win/win ✅ = Flywheel 🛞 Founder friends, what's the boldest thing you've done with zero budget? 👇

Designing a conference? Please rethink the traditional format where attendees passively sit through hours of expert panels and fireside chats. There is a better way and it doesn't take much effort or thought. A few things you might consider: + Every 30-60 minutes, pause to encourage attendees to introduce themselves to someone new and discuss a key takeaway from the latest session. + Place Q&A cards on tables for participants to submit questions throughout the session. Invite those who submit questions to share their context, creating a richer dialogue. + Don't just celebrate the sponsors — celebrate the people in the room. Study the list of attendees and find interesting facts about who's joining. Highlight the range of backgrounds, demographics, etc. + During breaks, set up zones for different affinity groups, helping people connect with others who share their interests and expertise. You'll probably think of even better things. But you get the picture. It's nice to hear how a few experts are thinking about current issues — but it's transformative if you can foster connections that go far beyond your event. #learning #development #workplace #growth

If you want to burn through your budget and get poor results, just do things the way everyone else does. (This applies to every industry, every category, and every vertical.) Here’s a perfect example: Most people planning an event: 🏨 Book a hotel 🎤 Hire a celebrity headliner 👥 Form a committee What happens next? 💸 The hotel charges $10k for WiFi. 🍱 Boxed lunches cost $100 per head. 💰 The headliner takes $200k off the top. ⏳ Your committee bombards you with questions, requests, and conflicting opinions, eating up your team’s time. At the end, you don’t even want to look at the margins—because all you have left is the “validation” of pulling off another event. Now, let’s compare this to the Catholic Creatives summit my team threw in 2018. 🙌 We used volunteers (they got jobs and free tickets, not opinions). 🏛️ We hosted the event at a local church and rented a nearby retreat center for $5,000. 🍽️ A Filipino family catered the banquet—finger food, served on banana leaves, $30 per plate, no rentals for silverware or centerpieces. 🚫 No celebrity speakers. Literally the best speaker of the event David Kang called in on a phone. Instead, we spent our money on experiences we knew would surprise and delight every attendee. For example: ☎️ We placed an old phone in the event space. When picked up, it rang up a volunteer who arrived in a top hat and tuxedo to serve the attendee's favorite popsicle flavor. 🎶 We hired the best musicians, lighting, and decor money could buy. 💃 We even paid dancers to choreograph and perform a dance based on the event’s theme. And more. The result? We kept ticket prices low, sold out, delighted every attendee, and met or revenue goals while doing it. The lesson? Do things differently. It’s how you win. 👊 Photo: One of the most moving performances I've ever witnessed, choreographed by Kate Caputo. Photo cred: Bradley Santos. #catholiccreatives #eventplanning #creativity #thinkdifferent

💵 Events on a Budget? Bring it on! Producing an event on a budget might seem overwhelming, but I find it’s an opportunity to get really creative. It’s not just about the ideas and design—it’s about making every dollar count while delivering maximum impact. Here are a few of my go-to strategies for stretching a budget without sacrificing the experience: 🎯 Custom Branded Touches Small, thoughtful details can go a long way. For example, custom-branded napkins or guitar picks (like we used for an event in Music City!) are cost-effective ways to leave a memorable impression. 🎯 Unique, Location-Specific Elements Incorporate details tied to the client, the event, or the venue itself. These personalized touches resonate with attendees and often cost far less than large-scale decor. 1️⃣ Example - Mardi Gras beads in your brand colors are cheap and scream New Orleans. 2️⃣ Example - What do you think of when you think about San Francisco? I think of fog... why not incorporate dry ice into your next SF event? 🎯 Strategic Scheduling Timing is everything. Hosting an event outside of traditional meal times—like an 8 PM dessert and cocktail reception—can dramatically cut costs while still providing an engaging, high-quality experience. The key is to prioritize the elements that align with your event goals. A skilled events team can help you channel your resources toward what matters most. What budget-friendly tips do you swear by? #EventProduction #CreativeSolutions #BudgetFriendlyEvents #EventPlanningTips #StretchYourBudget #CorporateEvents

What to keep people engaged at your event?  Use story loops wisely. Here’s how: A story loop is when you open a story but you don’t immediately resolve it. Our brain CRAVES resolution, so we stay engaged to figure it out. Problem is some event planners do it wrong. They either: ❌ Say something vague like “stay around, there will be a surprise at the end”  ❌ Don’t even mention anything and leave people confused. Here’s how to fix that: 1. Be specific Mention a clear result or outcome, but have them wait for the “how.” For example “During the event we’ll giveaway $1000 to 3 people in the audience. We’ll explain how you can participate after lunch.” Being specific gives your audience autonomy to decide if they engage and how they could do it. 2. Show an outcome If you tell people “the artist will be drawing the ideas of today’s sessions and you can see them at the end” some people may not get it. To solve this, show examples of a visual note so they can understand what they will expect at the end. Then, the loop will be “Those notes look really cool, I want to see how they turn out.” 3. Communicate proactively You hired an a visual note taker to create an interactive wall with your audience’s thoughts and ideas. But you forgot to tell them about it. As a result, they don’t even come close to the artist because they don’t want to disturb him. Fail! Don’t assume people will get it just because they can see it.  Say it! And give them instructions, so that they can know what to expect. Remember, the magic of story loops is not in the surprise. People actually avoid surprises. What they want is a clear and appealing expectation. Give them that, and they will engage.

I raised $25K+ in event sponsorships in 2024. Here's how: CURATION is king. ACCESS is queen. BRANDING is the jack. CURATION > the tighter your attendee list matches a businesses' ideal customer profile, the more leverage you have. ACCESS > allowing spots on the guest list for vendor reps is a big sell. Especially speaking live at the event. BRANDING > signage / content made from the event drives brand awareness. That's usually the biggest goal for sponsors. Be very clear in how you'll bring their brand (not just their logo!) into the mix. Some other things to keep in mind... ➡️ The BIGGER the sponsor, the better. They care more about top of funnel awareness, not poaching your guests for immediate sales. ➡️ Form long term relationships: throw events consistently and have the same crew sponsor. ➡️ Never have >1 sponsor per vendor category ➡️ Work with other businesses that cater to your customers but in different categories. Events can help kickstart any b2c/b2b business, or build a personal network. Paying for the event shouldn't be the thing stopping you: you just need a great guest list. Hope this is helpful. Let me know what other event tips you guys have ⬇️