Where to Splurge and Where to Save in Event Production

Event production is where strategy meets execution. Behind every seamless conference, brand activation, gala, or launch event lies a complex web of logistics, technology, people, and planning. One of the biggest challenges event planners face is how to allocate budget effectively—what’s worth the extra spend, and where can you scale back without sacrificing quality?

The answer depends on your event’s goals, audience, and setting—but there are consistent principles you can follow. This guide breaks down exactly where it makes sense to invest and where it’s safe to trim costs in event production. Whether you're managing a corporate event or a multi-city experiential campaign, this strategic approach will help you maximize value and deliver a high-impact experience.

Why Strategic Budgeting in Event Production Matters

Event production budgets can escalate quickly, and not all expenses yield equal ROI. Smart spending starts with understanding which elements impact the attendee experience, and which are more about behind-the-scenes efficiency or aesthetics.

Strategic budgeting allows you to:

• Prioritize attendee experience over internal convenience

• Avoid unnecessary upgrades that don’t add value

• Prevent budget blowouts caused by lack of planning

• Deliver a polished, professional event that feels intentional

The most successful event planners are the ones who know how to make their money work smarter—not just harder.

Where to Splurge in Event Production

Let’s start with the areas where investing more will deliver better results, smoother execution, and a stronger impression on your audience.

1. High-Quality Audio/Visual Equipment

AV is not the place to cut corners. From microphones and speakers to LED walls and projectors, your technology directly affects how your audience experiences the event.

Why it’s worth it:

• Poor sound creates frustration—especially in large venues or hybrid settings

• High-resolution video and seamless screen transitions keep attendees engaged

• Well-produced content leaves a lasting brand impression

What to prioritize:

• Experienced AV team with live event expertise

• Backup equipment (especially for microphones and playback)

• High-lumen projectors or LED screens for bright environments

• Clear audio coverage for all corners of the room

2. Experienced Show Caller or Technical Director

Live events move quickly, and anything can change at the last minute. A strong technical director or show caller serves as the conductor of your production team, calling cues and keeping the entire show on track.

Why it’s worth it:

• Coordinates all departments—AV, lighting, stagehands, presenters

• Manages timing to the second

• Handles real-time changes calmly and effectively

Without a competent show lead, even a well-staffed event can descend into chaos behind the scenes.

3. Creative Lighting and Stage Design

Lighting and staging aren’t just functional—they set the tone and tell your story. A well-lit stage elevates the brand and enhances the visual content captured on photo and video.

Why it’s worth it:

• Enhances branding and ambiance

• Makes speakers and performers look their best

• Improves livestream and post-event media

Pro tip: Invest in lighting that can be adjusted for mood, transitions, and audience focus. Consider a branded backdrop or digital projection for cost-effective stage design.

4. Key Production Staff

You don’t need an army of high-level crew, but you do need the right people in the right positions. Splurge on team leads who can handle pressure and make smart decisions on the fly.

Roles worth investing in:

• Stage Manager

• Floor Manager

• Lead Production Assistant

• Talent Wrangler

• Crew Chief (for setup and strike coordination)

These roles are responsible for anticipating problems and maintaining communication between departments. When a hiccup arises—and it will—your lead staff will either fix it quietly or let it unravel. Choose wisely.

Where to Save in Event Production

Not every production element requires a large budget. With a few smart adjustments, you can keep costs in check without sacrificing professionalism.

1. Scenic Rentals and Décor Builds

Custom scenic elements can cost tens of thousands, but they’re often reused for just one night. You can save significantly by renting modular scenic pieces or repurposing existing materials.

Where to cut:

• Elaborate set pieces that don’t contribute to the content

• Custom stage builds for one-time events

• Excessive use of florals or high-end materials

Instead, use draping, modular backdrops, or projection mapping to create visual interest.

2. Printed Materials and Physical Signage

Digital-first planning isn’t just efficient—it’s cheaper and more sustainable. Attendees increasingly prefer digital schedules and wayfinding, especially for multi-day or multi-room events.

Save by:

• Using QR codes for schedules and programs

• Projecting signage instead of printing

• Skipping unnecessary branded swag or folders

Bonus: Digital signage can be updated in real time if the schedule changes—something paper can’t do.

3. General Labor and Non-Specialized Support

Not every role requires an expert. While you should never underpay your team, you can bring on junior crew or gig workers for support roles like:

• Registration check-in

• Ushering or line management

• Setup and teardown assistance

• Room monitoring

Pair them with experienced team leads to ensure quality without the overhead of a fully senior crew.

4. Rehearsal Time (When Pre-Production Is Strong)

Rehearsals are valuable, but they’re also expensive—especially if you're paying for a venue, crew, and talent. Instead of booking a full day of tech, shorten rehearsal blocks and rely on robust pre-production planning.

Save by:

• Holding virtual rehearsals with speakers in advance

• Sharing detailed cue sheets and run-of-show documents

• Using visual guides for setup instead of full walk-throughs

When your prep work is solid, you can rehearse smarter, not longer.

Example Budget Breakdown: How to Allocate Your Event Production Budget

A typical event production budget will vary based on the scale and nature of the event, but here's a general breakdown for a mid-sized conference or brand activation with a budget of $50,000. This example will highlight both splurge-worthy and savings-friendly categories.

Sample Event Production Budget ($50,000 Total)

Category	Suggested Allocation	Why Spend Here
Audio/Visual Equipment	$12,000 (24%)	Ensure high-quality sound, seamless presentation, and professional media capture.
Stage & Lighting Design	$8,000 (16%)	Create a visually engaging experience that aligns with your brand’s message.
Technical Director/Show Caller	$5,000 (10%)	Hire experienced talent to oversee smooth execution of live event transitions.
Production Staff	$6,000 (12%)	Invest in key staff roles to manage production logistics and ensure smooth operations.
Venue Rental	$7,000 (14%)	Select an appropriate venue with necessary AV capabilities included.
Scenic Rentals and Décor	$3,000 (6%)	Opt for rental options or minimal décor for effective stage setup.
Printed Materials & Signage	$1,000 (2%)	Go digital with schedules and signage; limit print to essential materials.
Miscellaneous/Contingency	$2,000 (4%)	Reserve funds for last-minute changes or unexpected costs.
Catering & Hospitality	$6,000 (12%)	Provide high-quality meals for attendees, but avoid extravagant catering.

Common Mistakes to Avoid

Knowing where to save doesn’t mean cutting everything. Avoid these pitfalls:

• Understaffing key roles: Saving on labor by skipping show callers or floor managers leads to poor execution.

• Overinvesting in low-ROI items: High-end floral arrangements or elaborate swag rarely justify the spend.

• Neglecting contingency funds: Always budget for overtime, emergency rentals, or last-minute adjustments.

Final Thoughts: Spend with Strategy, Not Emotion

Event production is the heartbeat of any event. Without strong execution, even the best strategy will fall flat. But smart spending isn’t just about spending less—it’s about knowing what matters most to your audience, your brand, and your goals.

By identifying the production elements that make the biggest impact—and being realistic about the rest—you can stretch your budget while still producing a high-caliber event that reflects professionalism and care.

Need Help Building the Right Production Team?

At Elevate Event Staff, we specialize in supporting experiential events, corporate functions, and live brand activations with skilled production crew, registration staff, brand ambassadors, and more. Our national network of vetted professionals helps you scale your production team efficiently—so you can focus on what matters.

Let’s talk about your next event. Contact us to hire production support that gets the job done right.