Hard truths. Sharp fixes. Keep the show on track.
You planned the budget. You tracked the costs. Still, the numbers aren’t adding up.
This happens more than people admit, especially on big shows with lots of moving parts. When it does, the worst move is to panic or slash things blindly. What you need is control.
Here’s how we approach it.
1. Find the blowouts
Start with the real numbers. Not what was quoted weeks ago—what’s actually been spent, what’s locked in, and what’s still moveable.
It’s easy to approve a few extras and suddenly be ten grand over. You need a clear view of where the overrun came from. That’s your anchor.
2. Protect the must-haves
Some things can’t go. The PA that lets people hear the keynote clearly. The lighting that makes your brand look right. The crew who actually know what they’re doing.
Cut the wrong things and you’ll save a few dollars while the show falls apart.
3. Trim the fat
This is where experience pays off. Not everything on the plan is essential. Ask what’s pulling its weight.
Do you really need that second stage? Will anyone care if the lanyards aren’t linen? We’ve helped clients save thousands without the audience noticing a thing.
4. Call your suppliers
Don’t email asking if there’s “any room on the quote.” Pick up the phone.
We’ve found savings just by adjusting call times, simplifying load-ins, or rethinking the gear list. The right supplier will help you find smart fixes, not just say no.
5. Keep people in the loop
If cuts are going to affect speakers, sponsors, or clients, let them know early.
It’s better to say, “We’ve made some smart adjustments to stay on track,” than deal with confusion or disappointment on show day.
6. Learn from it
Most budget blowouts start with scope creep, rushed planning, or vague briefs. We see it all the time.
Our job isn’t just to supply the gear. It’s to help keep your budget real and your show sharp.
That’s it
Don’t ignore the problem. Don’t panic. Take control and make smart calls. And if you’re not sure where to start, give us a ring. We've done this before.