Published On 23-07-2025
Planning a corporate event can seem overwhelming, especially when you’re trying to make it impressive without spending a fortune. But the truth is that you don’t need a huge budget to create a memorable experience. With a few smart choices and careful planning, you can host an event that leaves a lasting impression without overspending. Here’s how you can do it.
Start with cost segmentation. Divide expenses into buckets like venue, technology, decor, AV, food and beverage and speakers. By listing them separately, it’s easier to see where money is going and where adjustments can be made. For example - decor might eat up more funds than expected, while AV costs can sometimes be negotiated with vendors.
Prioritizing is the heart of corporate event planning. Some things deserve the lion’s share of the budget, while others can be simplified:
Engaging speakers, reliable AV, professional webcasting services (if going hybrid or virtual) and a venue that matches the event’s vibe.
Excessive decor, lavish buffet spreads that go beyond the event’s needs, or overly elaborate stage setups with unnecessary LED walls.
Working with a tight budget doesn’t mean the event has to feel cheap. Focus on essentials and outsource smartly. Hiring an event management company for decor and AV setup can sometimes cost less than piecing it together with different vendors. AV setup can sometimes be more cost-effective than piecing it together with different vendors. They have bulk deals with the vendors and expertise that save both time and money.
Budget templates save time and avoid surprises. They help track every rupee spent, spot overspending early and plan for unexpected costs. A solid template covers every detail from virtual event management tools to venue deposits.
Here’s a sample budget allocation for a corporate event. Use these percentages as a starting point and adjust based on your event’s priorities:
| Category | Estimated Cost |
|---|---|
| Venue & Logistics | 40% |
| AV & Technology | 20% |
| Decor | 10% |
| Food & Beverage | 20% |
| Marketing & Printed Materials | 5% |
| Miscellaneous | 5% |
| Total | 100% |
The biggest lesson? Investing in solid AV and tech ensured every guest enjoyed a seamless experience, whether attending in-person or via live streaming. On the other hand, a modest decor setup still looked polished by focusing on smart lighting rather than expensive props.
Instead of a high-end physical venue, funds can shift to interactive online platforms and professional webcasting services, giving attendees a smooth experience without travel or accommodation expenses, by choosing hybrid or virtual events as an option.
Looking for experts who can make the most of your budget? 24 Frames Digital is one of the leading event management companies in Mumbai with years of experience in crafting memorable corporate events, virtual conferences and live-streaming solutions. Let the team help you create an impactful event without overspending. Contact 24 Frames Digital today to get started.
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