Whether you’re running a classic event fundraiser you do every year or experimenting with a new, unique idea, it’s essential to ensure your events bring in more than they cost to run. After all, that’s the only way an event fundraiser can actually raise funds!

There’s no getting around the fact that nonprofits need to spend money to host memorable, engaging events that encourage donations. However, there are creative solutions nonprofits use to put on a wide range of events while sticking to a tight budget.

To help your nonprofit reduce costs without sacrificing event quality, this guide will explore options almost any nonprofit can use to run streamlined, low-cost events.

1. Go digital.

Printing costs can add up fast. Not to mention, if your nonprofit is printing out countless forms, like event waivers, you’ll also need to invest in the storage space to manage those physical documents. By going digital, you can save on printing expenses and reduce your environmental impact. 

Of course, going digital will require an initial investment in the appropriate software. Ensure your nonprofit hosts enough events that leverage your chosen software to make sure your subscription costs won’t outweigh your revenue and expenses saved.

For instance, nonprofits that host many events that require waivers may benefit from investing in a digital waiver platform like Smartwaiver. A few of this platform’s key benefits include:

  • Reduced printing costs. Instead of printing out a stack of one hundred waivers for one hundred guests, you can save on the costs and frustration of printing by emailing out your waivers instantly.
  • Increased sustainability. A digital waiver can be stored securely online, meaning no trees will get cut down in the name of protecting your nonprofit from liability.
  • Streamlined processes. Event guests can pull up a digital waiver anytime on their mobile device, allowing them to sign waivers instantly and double-check forms as needed.
  • Increased event accessibility. A digital waiver platform guides users through how to read your documents and where to sign them, improving understanding and building trust with event guests.

You can also go digital for other parts of your event, like marketing. Weigh the benefits of launching an online campaign over printing out physical fliers and pamphlets when it comes to driving attention to your cause.

2. Focus on sustainability.

A sustainable event is often also a frugal event. Along with reducing paper waste, events that reuse and recycle materials from past events also usually cost less to put on compared to activities that create everything from scratch.

Along with reducing printing costs, you might also improve your events’ sustainability by:

  • Renting or borrowing equipment. Instead of buying new equipment, consider what you can borrow or rent. When it comes to renting out equipment to guests, ensure they complete a form that details the condition the equipment was in when it was borrowed and in what condition it must be returned in. This ensures that if a guest damages borrowed equipment, you will be compensated.
  • Using recycled materials over single-use plastics. When possible, purchase materials that are made of recycled materials or can be reused for future events. For example, to decorate your events, you might save a set of tablecloths and break them back out for future activities instead of re-purchasing new ones.
  • Avoiding wasteful customization. Consider if your event requires customization at every opportunity or if there are places where you can create generic materials that can be repurposed later. For instance, you might be tempted to make individual menus and programs for each table setting at a gala, but instead, you could create laminated menus that you might use at a future dinner fundraiser.

Let’s walk through an example of sustainability at a specific event. For example, say your nonprofit is hosting a gala with a silent auction component.

At this auction, all items are ethically sourced, and many prizes are experiences, such as a gift certificate to an upscale restaurant or free lessons at your community center rather than consumables. Additionally, you decide to go digital when it comes to bidding sheets instead of printing out paper ones. This ensures guests can bid from their mobile devices and saves on printing costs.

3. Consider hybrid formats.

During the 2019 pandemic, virtual events became ubiquitous, and many of your supporters likely became burned out on these events while others learned that they actually prefer this format. Expand your audience by offering the best of both worlds with hybrid events.

OneCause suggests a few fundraising events and how you can host low-cost hybrid versions:

  • Silent auction:Host an in-person event to kick off your auction where guests can walk around and view items in person. Then, extend your auction for the next few days online by accepting mobile bids, providing extra time to rack up winning bid amounts.
  • Benefit Concert: Partner with several musical acts to have a few perform at a venue and others livestream their performances to save on travel costs and equipment fees.
  • Fun Run: Have participants run in their own neighborhoods and record their times so they can participate alongside those who show up at your event site.

In these examples, you can lower in-person attendance by maintaining a virtual audience, which reduces costs for catering, large venues, and staff. Balance your audience sizes by creating set ticket amounts for the in-person portion of your events. By limiting space, you can drive demand and push those who want to attend in person to buy tickets fast.

Be sure to maintain open communication with attendees about what both the virtual and in-person event experience will be like far in advance. This allows them to decide how they want to attend and what they need to do on event day to join your event.

4. Negotiate with vendors.

Many businesses are willing to cut nonprofits a deal, meaning you can negotiate with local vendors to get reduced prices on venues, catering, decorations, equipment, and more. Businesses know that by participating in corporate philanthropy, they can boost their reputations and bring in more sales, making this a mutually beneficial relationship.

A few ways businesses might help your nonprofit include:

  • Discounts. Some vendors may be willing to waive fees or offer their services at a reduced cost. For example, many event software platforms have deals specifically for nonprofits that include reduced monthly subscription fees.
  • In-kind donations. In-kind donations are usually gifts of physical items, but these contributions also include professional services. For instance, a law firm might donate employee time to help a nonprofit create legal documents like waivers, attain proper event insurance, or acquire necessary licenses for hosting their event, like a liquor license.
  • Sponsorships. Corporate sponsorships take many forms, but the primary one most nonprofits receive is a cash donation in exchange for promoting the business. Usually, businesses ask nonprofits to feature their logo on marketing materials and event decorations or make special shout-outs thanking the sponsor for their support.

If your nonprofit brokers a deal with a vendor, be sure to thank them for their generosity. This increases the likelihood that they will renew your deal for future events, securing your nonprofit long-term event partnerships.

5. Organize local, community-focused events.

When you pool your resources with other organizations in your community, you can host bigger and better events without footing the whole bill yourself. Reach out to other nonprofits, schools, and community organizations to put on events that benefit all groups involved.

For example, during the holiday season, you might work together with a local school to borrow their gymnasium as an event space during their winter break. Or, you might partner with a range of local artists and arts organizations to host a gift fair where you can sell merchandise and promote your nonprofit’s cause.

By reducing costs, your nonprofit can put on bigger events with more confidence and hold many smaller events that grow your donor base and establish your organization in your community. Plus, not only do cost-saving measures help you stay on budget, but they also help your nonprofit stay sustainable and environmentally friendly.