Cut Costs: 5 Surprising Event Elements You Actually Don’t Need to Outsource – Birds on the Blog
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Cut Costs: 5 Surprising Event Elements You Actually Don’t Need to Outsource

Event planning is stressful, there’s so much to think about and do to make sure your event runs smoothly that sometimes it’s easier to outsource. This takes the pressure off and means you can relax knowing someone else has it all under control.

However, outsourcing event elements can often bump up the cost and if you have a tight budget you might want to consider taking some things in house. This might surprise you but there are quite a few elements that can easily be taken in house to save costs. Let’s take a look.

Conference Badges and ID Cards

Believe it or not you don’t need to outsource conference name badges and ID Cards. If these are an essential for your next event instead of outsourcing to an event badge company, you can get ID Card Creator software that allows you to design and create professional paper conference badges in house.

The software runs on Windows operating systems and you can print your badges using a standard inkjet or laser printer. There’s no need for any fancy specialist badge printer or equipment, you can use what you’ve already got making it even easier and cost effective.

There’s a choice of many template sizes and various badge design styles.


If you’re a company holding an event or conference based on what you do, rather than seeking third party speakers, why not get employees to do the talking?

Search the company for some volunteers that would be happy to talk about what they do, after all they know best and will provide the best insight for your attendees.


Rather than paying over the odds for external marketing and advertising campaigns, think about bringing all the promotion in house.

Keep all marketing efforts digital so that you can save on the cost of printing flyers, posters and other material and not only will this save you money but it will also make your event more eco-friendly.

Create virtual invitations and if you have the resources you can even create a dedicated website to your event that potential attendees can visit to get all of the information they need.

Here are a few ways you can market your event in house:

  • social media
  • pre-event emails
  • blog posts/content marketing
  • submit your event to media and industry websites
  • encourage employees to spread the word
  • good website SEO
  • YouTube videos
  • competitions
  • network at similar events
  • enlist sponsors or influencers


Coming up with a creative theme and design for your event can be challenging and therefore most companies turn to outsourced creative personnel to come up with the theme, design and overall aesthetic of their event.

However, this comes with additional costs and can take a fair portion of your budget. Instead of employing external help why not take on the challenge yourself?

Get everyone involved, hold an initial ideas meeting and you’ll be surprised with what you come up with. With the help of colleagues and employees, you’ll be able to flesh out the idea and everything will start to come together.

Don’t underestimate your ability to tackle these event elements in house. If you’ve got a supportive team and some creative influence, you’re well on your way to creating a successful event.  

Author – Anja, IDENTILAM

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