8 money-saving tips when organising your online or hybrid event - Part 1

Are you looking to organise online or hybrid events while getting the most bang for your buck? We understand the importance of maximising value and cutting costs without compromising on the quality of your events. In this article, we'll share valuable tips and strategies to help you squeeze every ounce of value from your event budget.

Whether you're a seasoned event planner or new to the game, these insights will empower you to organise impactful and cost-effective online or hybrid events. Let's dive in!

1. First off: Plan in advance

Start the planning process early to take advantage of early bird discounts and negotiate better rates with vendors. Last-minute arrangements often come with higher costs or a “Short notice” fee.

2. Evaluate different platforms

Compare and research various online event platforms to find the option that meets your requirements while remaining cost-effective. Look for platforms that offer pricing within your budget, flexible packages, and options such as monthly or quarterly plans instead of a yearly subscription. Some agencies like Frog Events even rent out their Agency Plan! This way, you can get all the benefits of a Business Plan for your one-off events without committing to a costly long-term subscription.

3. Prioritise essential features

Identify the essential features and functionalities needed for your event and focus on those. Avoid investing in expensive add-ons or premium features that may not significantly impact the attendee experience or event outcomes. If you’re not certain of what is available on the market, we at Frog Events can help you assess the essential features you will need and identify the best platform for you. We are “platform-neutral” and work with a wide range of providers: Hopin, Zoom, Flox, Cvent, Swoogo, EventsX and are always on the lookout for new reliable platforms!

4. Make the most of free or affordable tools

The internet offers a myriad of amazing tools! A lot of which are accessible for free and can be useful for various event aspects such as registration, ticketing, email marketing or social media management. Some of my personal favourites include Canva, Eventbrite and Mailchimp, who all offer free or affordable plans. You will also find many AI tools that can help you automate or speed up different aspects of your event prep.

5. Leverage virtual sponsorships

Seek virtual sponsorships or partnerships to offset event costs. Offer sponsor benefits such as logo placement, recognition during sessions, or virtual exhibit booths in exchange for financial support or in-kind contributions. Many online platforms such as Hopin include dedicated spaces throughout your event for sponsor banners (registration page, Reception) but you could also offer for them to have a virtual expo booth at the event.

6. Opt for virtual swag or digital materials

Instead of physical swag or printed materials, consider providing virtual swag items like downloadable resources, e-books or discount codes. This eliminates printing and shipping costs, while still providing value to attendees, and it’s better for the planet!

7. Evaluate ROI

Regularly evaluate the return on investment (ROI) of your event by assessing its impact, attendee satisfaction and cost-effectiveness. Use these insights to make data-driven decisions for future events and identify areas where further cost savings can be achieved.
Any event platform worth their salt will offer post-event analytics reports which you can go through in detail. The best platforms will even include live analytics, so you can monitor the activity of your attendees during the event and adjust your strategy accordingly to ensure you reach your event goals.

8. Trusted partners

And of course choose a reliable, trusted partner who is an expert in online and hybrid event production (you didn’t think I was going to let you go without mentioning this?). In all seriousness, collaborating with an experienced event agency like Frog Events can significantly save you money in the long run. Our expertise in the field ensures smooth execution, streamlined processes, and cost-effective solutions tailored to your specific event needs. Entrust your event to us and let our dedicated team handle the intricate details and the tech, allowing you to focus on maximising the value and impact of your event.

As you plan your next online or hybrid event, remember that maximising value and cutting costs go hand in hand. By implementing the strategies outlined in this article, you can organise impactful events without breaking the bank.

Take action now and start applying these cost-saving tips to your event planning. Let Frog Events be your trusted partner in creating remarkable online and hybrid experiences while maximising your budget.

Get in touch with us today to unlock the full potential of your events!

3rd October 2023 edit: Looking for more tips? Check out our follow-up article here!