1. Set a Realistic Budget Early On

Start with a clear idea of your upper limit and categorize expenses into:

• Must-haves (venue, food, seating)
• Nice-to-haves (entertainment, photobooth, return gifts)
• Flexible (decor, lighting, clothing, tech)

For example, if your total budget is ₹2,00,000, break it down:

• Venue: ₹40,000
• Catering: ₹70,000
• Decor & Setup: ₹30,000
• Photography/Videography: ₹20,000
• Sound/Lights: ₹15,000
• Miscellaneous/Buffer: ₹25,000

Pro Tip:
Use budgeting apps or platforms like Saral Events to input expected vs. actual expenses and receive alerts when you cross thresholds.

 

2. Choose the Right Venue at the Right Time

Venues eat up a significant chunk of any Indian event budget. Choose wisely.

Smart venue options:

• Community halls over 5-star hotels
• Morning time slots over peak evenings
• Local temples or college auditoriums (for religious/academic events)
• Government-approved open spaces with low rental charges

Insider Tip:
In 2025, many panchayat bhavans and town halls offer reduced rates for eco-friendly events or non-profit community functions.

 

3. Prioritize Local Vendors and Talent

Working with local vendors eliminates travel surcharges and encourages community collaboration.

Save costs by:

• Hiring student photographers from local colleges
• Booking local musicians or performers
• Choosing caterers who offer combo meal packages over per-plate pricing
• Using neighborhood decorators who accept partial payments or UPI

Negotiate politely. Many vendors are willing to offer discounts for referrals or bulk bookings.

 

4. Opt for DIY and Reusable Decor

Décor doesn’t have to be elaborate to be beautiful. Focus on color themes, lighting, and DIY craft items that align with the occasion.

Budget decor ideas:

• Use fairy lights, cloth backdrops, and marigold garlands
• Chalkboard signage or handmade name tags
• Repurpose old saris or dupattas as stage drapes
• Avoid foam boards—use jute, paper, or cloth for eco-friendliness

2025 Trend Alert:
“Minimal Desi” decor is gaining traction—think cane baskets, brass lamps, and earthy tones that are low-cost yet classy.

 

5. Go Digital: Ditch Paper Invites and Manage Guests Online

Digital invitations not only reduce printing costs but are also easier to track.

Smart guest solutions:

• WhatsApp invites with RSVP buttons
• Google Forms for dietary restrictions or seat preferences
• QR code-based check-ins at the venue
• Reminder alerts synced with guest calendars

Platforms like Saral Events help manage invitees in local languages and auto-send event reminders.

 

6. Catering Tricks to Feed Everyone Without Overspending

Food is a big deal at Indian events, but you can manage it without burning your wallet.

Smart catering tips:

• Go for buffet over plated service
• Limit variety but focus on taste (e.g., 2 sabzis, 1 dal, 2 breads, 1 sweet)
• Use compostable or steel plates instead of disposable plastic
• Ask caterers for fixed group packages (e.g., ₹200 per head with 5 items)

Bonus Tip:
Skip welcome drinks or snacks and serve directly during the meal—cuts cost and waste.

 

7. Skip Expensive Entertainment — Go Local, Go Real

Instead of hiring celebrities or DJ setups, tap into community or student talent.

Engaging low-cost ideas:

• Folk dance groups from local schools
• Karaoke corners
• Open mic or storytelling stage
• Traditional games (carrom, lagori, tug of war)

For college fests or family events, this adds a nostalgic and authentic charm—without breaking the bank.

 

8. Track Every Rupee and Keep a Buffer

Budgeting isn’t about cutting—it’s about tracking. Create a Google Sheet or use an app where you log:

• Advance payments
• Balance dues
• Vendor timelines
• Receipts and taxes

Always keep 10–15% of the budget aside for last-minute costs—especially for things like water cans, power backup, or additional seating.

 

Final Thoughts

community resources, and embracing digital tools that reduce manual work. In 2025, the smartest events are those that blend cost-efficiency with personalization.

So whether you’re planning a ₹50,000 home celebration or a ₹5 lakh wedding, remember—creativity, collaboration, and control are your three best friends.