Proven tricks of the trade, will help you plan an event with minimal resources, without making it obvious that you were on a shoestring budget.
We can all agree that planning any event can be a really expensive affair. Even without getting into the nitty-gritty, the whole process is a taxing and possibly daunting experience. Without proper research and planning, it is very easy to miss out on the important details. This will ensure that your event ends up being a huge flop.
That’s why most people don’t believe that it is possible to plan a great event on a small budget. In event planning, the truth is that some events need a bigger budget than others because of a wide range of factors. But many believe that that the higher the budget, the better the event will be. Most times, this simply isn’t true.
What you need are some proven tricks of the trade. These will help you plan an event with minimal resources – without making it obvious that you were on a shoestring budget. So here are 5 tips that you can follow to ensure that your event maintains high standards without necessarily having to break the bank:
1. Location First
The most important step to throwing a great event is to pick the right location. This will also take up a huge chunk of your budget. So make sure to do your research and explore your options early on in the planning stages. This is because you need to negotiate the price & compare event venues to determine which one is suitable for what you want to plan.
Keep in mind that finding an event location is already an uphill task without the limitations of a small budget. Avoid last-minute bookings because they only mean that you will be spending more than what you allocated.
2. Get Creative with Food and Drinks
Catering to a large group of people can be difficult. That’s because everyone has a diverse palette and tolerance for certain foods. Unless you are hosting a culinary event, the food and drinks shouldn’t feature as a highlight. This means that, while you will be serving great food, you shouldn’t necessarily focus on fancy entrees and appetizers.
With a limited budget, stay away from the mundane and conventional options. Think in the lines of salad bars, water stations and signature cocktails for the event. You can also provide meal and drink vouchers for your guests.
3. Go Digital
A high-class event means that there is an exclusive guest list and invitations to go with it. Get creative with your invites by going digital. Gone are the days where you would have to print and deliver the invitations to your attendees. Thanks to technology, you can easily create these invitations and send them out with any updates to your guests digitally.
4. Location and Transportation Costs
Limiting the location and transportation costs is one way to slash your expenses considerably. A high-class event means that some of your guests will require transportation to and from the event. This all comes down to the location of the place.
So select a central location that is easily accessible by various means of transport. This is a great way to ensure that your guests will be responsible for their own travel arrangements. If this isn’t possible, get creative and think about carpooling or other affordable transport services.
5. Set the Date
Many planners think that the events that make the headlines have to be held during the weekend or other important days. But keep in mind that choosing a more “normal” date means that it will be cheaper to rent the more popular event locations. Pick mundane days that make sense in terms of travel time as well as the availability of your guests.