5 Alternative Ways to Costly Event Management Software

Planning an event is exciting, but the software costs can quickly turn that excitement into a budgeting headache. Those sleek, all-in-one event management platforms can be a lifesaver, but let’s be honest, they often come with a premium price tag.

Globally, the Event Management Market size reached USD 1146.9 billion in 2019 and is expected to reach USD 1848.8 billion by 2031.- SkyQuest

No worries! We are here to guide you in discovering amazing alternatives to costly event management software and how to use them to manage your events. We’ll delve into freemium options, and open-source solutions, and even explore the power of WordPress plugins – all designed to keep your event humming without your wallet whimpering.

⚖️ Event Management Software Alternative

Event management software can be a great tool, but it definitely comes with a price tag. During the past few years, the events industry has experienced exponential growth, growing to a multi-billion dollar industry. With more and more people attending events and conferences, event management has become a crucial aspect of the industry. 

So, if you are planning an event, be it a conference, seminar, or workshop, you can leverage these Event Management Solutions to streamline your event management process and make it hassle-free.

 Let’s explore now.

✅ Option 1: DIY (Do-It-Yourself) Event Management 

DIY (Do-It-Yourself) Event Management refers to organizing and managing events independently, without relying on professional event management services. One key advantage of opting for DIY event management is the significant cost savings it offers compared to traditional event management services. 

• DIY event management allows you to save money by avoiding the fees charged by professional event planners or agencies.
• You have control over budget allocation, choosing cost-effective vendors, and negotiating directly with suppliers.
• You’re not limited by pre-defined packages or templates, which allows for greater creativity and personalization.
• DIY events give you the flexibility to make last-minute changes or adjustments without bureaucratic delays.
• Organizing your event provides valuable learning opportunities.
• You gain insights into logistics, marketing, and problem-solving, which can be beneficial for future endeavors.
• When you manage the event yourself, you directly communicate with vendors, sponsors, and attendees. This fosters better relationships and ensures clear communication.

Embracing the DIY trend in event management not only reduces financial burdens but also fosters creativity and a sense of accomplishment among those involved in the planning process.

✅ Option 2: Utilizing Free Event Management Software

With the rise of virtual and hybrid events, having an efficient event management system in place is more important than ever. By taking advantage of free event management software, organizers have the opportunity to enhance the overall event experience for both attendees and stakeholders.

• Eventin : All-in-One Events Calendar
• The Events Calendar
• Booking Calendar

Among these WordPress Event Management Solutions, you can choose from paid and free services. While free tools offer a variety of features such as registration management, ticketing, attendee engagement tools, and post-event analytics. However, if you require advanced features, you should upgrade to the premium version.

✅ Option 3: Hiring a Freelance Event Manager

With a freelance manager, you can directly negotiate a fee that fits your budget. Freelancers often have more flexible work arrangements, allowing for cost savings compared to hiring a full-time employee. By outsourcing event management, you can avoid the overhead costs associated with adding a permanent staff member.

• Freelancers typically charge hourly rates, which can be more affordable.
• Freelancers don’t have the same overhead costs as an agency, such as office space and salaries for multiple staff members. This can translate to lower fees for you.
• Working directly with a freelance event manager ensures clear communication.
• You can discuss details, preferences, and adjustments directly.
• When unexpected situations arise, freelancers are able to adapt quickly.

✅ Option 4: Using Social Media and Online Platforms

Another alternative way to costly event management software is harnessing the power of social media and online platforms. Platforms like Facebook, Twitter, Trello, Zoom, and LinkedIn offer robust event management features such as creating event pages, promoting through targeted ads, and engaging with attendees in real time. By strategically utilizing these free tools, event organizers can reach a wide audience

👉 Utilizing Social Media for Promotion and Communication:

• Event Page Creation: Most social media platforms like Facebook and Instagram allow you to create dedicated event pages. Use these to share details like date, time, location, schedule, speaker information, and ticketing options.
• Targeted Invitations: Leverage social media groups relevant to your event’s theme and invite interested individuals.
• Engagement and Updates: Keep your audience engaged by posting teasers, polls, and updates leading up to the event. Utilize features like Facebook Live or Instagram Stories for interactive announcements.

👉 Free Online Tools for Organization and Management:

• Project Management Platforms: Tools like Trello, Asana, or Monday.com offer free plans with features perfect for event planning. Create boards or tasks for different aspects of the event, assign deadlines, and collaborate with team members.
• Online Ticketing and Registration: Platforms like Eventbrite or SignUpGenius offer free basic plans for creating event registrations and managing tickets.
• Cloud Storage and Collaboration: Utilize free cloud storage services like Google Drive or Dropbox to share documents, images, and presentations with your team.
• Communication Tools: Free video conferencing platforms like Zoom or Google Meet can help plan meetings and coordinate with remote team members or vendors.

✅ Option 5: Collaborating with Local Event Management Organizations

With local event management organizations, businesses can benefit from the expertise and resources of experienced professionals without the high costs associated with event management software. However, local event management companies would be a good choice if you only need to plan a single event. Keep in mind that if you continuously hire local event management companies, it can lead to a high expenditure. 

💡 Additional Tips for Managing Event Costs

Managing event costs requires a strategic approach to ensure the event is successful and sustainable in the long run. To achieve this, it’s important to identify all the potential expenses involved in the event and estimate their costs accurately. This includes venue rental, catering, decorations, equipment rentals, and staffing. Once you have a clear understanding of these costs, you can create a budget and allocate funds accordingly.

• Streamline processes and eliminate unnecessary steps. 
• Negotiate better pricing with vendors and suppliers.
• Utilize technology and automation tools to reduce manual work and save time.
• Prioritize event expenses to focus on areas that provide the most value.
• Implement effective budgeting strategies and stick to them.
• Consider alternative venues or locations that offer cost savings.
• Encourage early registration and ticket sales to secure revenue ahead of time.
• Explore sponsorship opportunities to offset event costs.
• Optimize marketing and promotional efforts to target the right audience.
• Track your event expenses regularly to identify areas where you can further reduce costs.

🧾 In Summary 

There is no doubt that event management software is a useful tool, but it may not be within your budget all the time. This blog post explores five alternative strategies to keep your event costs in check. To make sure an event goes smoothly, you need creativity, resourcefulness, and hard work.

The following tips can be useful if you organize events on an occasional basis. However, if event management is your job or profession, it’s recommended that you use a good event management plugin, which simplifies your work and reduces your stress.

🤝 Thank you for your time, and I hope that you found this article informative and useful, and that you have gained some insight and knowledge from it. By entering your email in the subscription section, you can receive more articles like this. You’ll be notified when a new article is published.

🎁 Bonus Section

For event management, you can start by trying some free event management plugins on WordPress.org. These plugins offer a lot of amazing features for free. If you encounter any problems or have budget issues, you can stop using them.
In my recommendation, for this situation, you can try “Eventin.” It is completely free and also has a premium option. The amazing thing is that sometimes they offer exclusive deals, and you can purchase them at a lower price during those times.