{"id":13813,"date":"2018-02-19T06:37:21","date_gmt":"2018-02-19T11:37:21","guid":{"rendered":"https:\/\/blog.qceventplanning.com\/?p=13813"},"modified":"2018-02-19T06:37:21","modified_gmt":"2018-02-19T11:37:21","slug":"know-handle-7-event-budget-busters","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2018\/02\/know-handle-7-event-budget-busters","title":{"rendered":"7 Budget Busters Rookie Event Planners Often Miss!"},"content":{"rendered":"<p>One of the most difficult things to do in event planning is to <a href=\"https:\/\/blog.qceventplanning.com\/2018\/03\/event-planning-course-sample-the-budget-breakdown\/\" target=\"_blank\" rel=\"noopener noreferrer\">build a realistic budget<\/a> and then stick to it. Even the most seasoned event planners can\u2019t avoid the surprise of unexpected costs. How can you make sure your client\u2019s budget stays afloat? By making sure you have a good financial buffer in place! Depending on the event, you should allocate 5-15% of the budget to unexpected costs. That way, when your vendor says you owe them $200 to feed their catering staff on the day-of, you won\u2019t have to drop the DJ to afford it.<\/p>\n<p>This is not an exhaustive list by any means. You\u2019ll encounter many situations like these throughout your event planning career. But it will make it easier to problem solve if you can predict potential road bumps, especially if you&#8217;re just getting into event planning. Can you handle these 7 event budget busters?<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/02\/know-handle-7-event-budget-busters\/#1_Vendor_Taxes\" >1.\u00a0 \u00a0Vendor Taxes<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/02\/know-handle-7-event-budget-busters\/#2_Event_Staff_Overtime\" >2.\u00a0 \u00a0 Event Staff Overtime<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/02\/know-handle-7-event-budget-busters\/#3_Timing_of_the_Event\" >3.\u00a0\u00a0\u00a0 Timing of the Event<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/02\/know-handle-7-event-budget-busters\/#4_Vendor_Gratuities\" >4.\u00a0 \u00a0Vendor Gratuities<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/02\/know-handle-7-event-budget-busters\/#5_Compulsory_Venue_Services\" >5.\u00a0 \u00a0 Compulsory Venue Services<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/02\/know-handle-7-event-budget-busters\/#6_Noise_Restrictions\" >6.\u00a0 \u00a0 Noise Restrictions<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/02\/know-handle-7-event-budget-busters\/#7_Client_Vendor_Transportation\" >7.\u00a0 \u00a0 Client &amp; Vendor Transportation<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"1_Vendor_Taxes\"><\/span>1.\u00a0 \u00a0Vendor Taxes<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>When you\u2019re inquiring about rates for venues and vendors, you\u2019ll likely receive an estimation of costs. As with most estimations, the total does not include tax. Tax rates differ between regions and states, so it\u2019s difficult to give a true estimate of how much you can expect to pay. However, you know vendor products aren\u2019t cheap. Why would a client hire you to plan an event if the budget is under $100? If the venue your clients decide on costs $3000 for 4 hours and tax is 7%\u2026 you do the math. Tax charges can become quite high! Don\u2019t be caught in the dark, and make sure you factor tax into the budget.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-13817\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2018\/02\/event-planner-organizing-her-time.jpg\" alt=\"event planner organizing her time and money\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/02\/event-planner-organizing-her-time.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/02\/event-planner-organizing-her-time-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<h2><span class=\"ez-toc-section\" id=\"2_Event_Staff_Overtime\"><\/span>2.\u00a0 \u00a0 Event Staff Overtime<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Remember, your clients pay staff to come in before the event and set up. These same people must also take everything down and restore the venue back to its original state. If the event runs late, expect high overtime fees. Some venues will charge by the hour for additional time spent after closing time. If the event runs late, the vendors have to stay, too! This means that staff will collect overtime to dispose of the waste, clean, and pack up. Your clients may have a hard time stomaching such high costs, so make sure to wrap things up on time!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"3_Timing_of_the_Event\"><\/span>3.\u00a0\u00a0\u00a0 Timing of the Event<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Wedding season is during the summer and early autumn months. Even if you\u2019re not necessarily planning a wedding or reception, venue prices will skyrocket. Demand is high for venues of all sorts, so conference halls, hotels, and outdoor spaces may be booked back to back. If your clients are flexible about event times, you can help find them the best deal possible. On top of soaring prices for summer climates, you can expect a steeper price for vendors during weekends. Opt for weekday events. Catering and other vendors may also have cheaper rates during these times as well.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"4_Vendor_Gratuities\"><\/span>4.\u00a0 \u00a0Vendor Gratuities<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-13816\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2018\/02\/gratuities.jpg\" alt=\"gratuities\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/02\/gratuities.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/02\/gratuities-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>Similar to taxes, gratuities can sneak up on you! Some businesses build gratuities right into their contracts but don\u2019t count on it. If you\u2019re planning a wedding for a bride and groom, hair and makeup artists expect a tip. This shouldn\u2019t come as too much of a surprise as they are more or less expected to tip for these services at a salon. Other services that require tipping are transportation, set up, catering and bartending. We did the legwork for you and compiled a more <a href=\"https:\/\/blog.qceventplanning.com\/2016\/05\/build-hidden-costs-clients-event-budgets\/\" target=\"_blank\" rel=\"noopener noreferrer\">complete list of where you should tip<\/a>.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"5_Compulsory_Venue_Services\"><\/span>5.\u00a0 \u00a0 Compulsory Venue Services<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Venue selection is one of the first decisions your clients will make. But the price listed on their website doesn\u2019t include all the other expenses you need to pay. Some venues make you pay for insurance in their contract. Don\u2019t even get us started on the halls that charge you for electricity! Venues are all priced differently. If the venue price varies per head, make sure you don\u2019t pay for extra space you don\u2019t need. Venues may be able to throw in free parking if you\u2019re an expert negotiator, but other fees usually aren\u2019t avoidable. Some spaces require you to purchase in-house vending options. This would restrict your options. You would have no choice but to use their services even if they\u2019re more than you budgeted for. Talk about ballooning expenses!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"6_Noise_Restrictions\"><\/span>6.\u00a0 \u00a0 Noise Restrictions<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Is your venue outside? Maybe it\u2019s in a quiet neighborhood? If you\u2019re throwing a party with alcohol, things can quickly turn rowdy. Ensure you look into the appropriate sound permits. If by law you\u2019re supposed to shut down everything by 11pm, don\u2019t push your luck. 15 minutes extra of fun may not justify a hefty $1000 fine from a noise complaint. Speaking of sound permits, is your hired entertainment playing today\u2019s greatest hits? Events can be subjected to copyright laws. Check with your venue manager for more information, or research local regulations!<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-13815\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2018\/02\/dj-at-event-outside.jpg\" alt=\"dj at an outdoor event\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/02\/dj-at-event-outside.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2018\/02\/dj-at-event-outside-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<h2><span class=\"ez-toc-section\" id=\"7_Client_Vendor_Transportation\"><\/span>7.\u00a0 \u00a0 Client &amp; Vendor Transportation<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>This category applies to multiple components of your event. Say you are planning a corporate conference. If your clients are hosting delegates from around the country, you\u2019ll need to book accommodations for them. On top of that, you\u2019ll need to factor in transportation costs from the airport to the hotel and then from the hotel to the conference venue. The same applies to entertainment hires and guest speakers. Imagine also that your clients hired external caterers instead of using the in-house options. You then have to pay for those transportation costs. This includes the transportation of equipment, labor, and the actual products. Transportation of materials and people can easily eat away at your budget!<\/p>\n<p>Have you encountered any of these budget busters?<\/p>\n<h3 align=\"center\"><i>Just starting your studies? Here\u2019s <a href=\"https:\/\/blog.qceventplanning.com\/2016\/11\/didnt-tell-becoming-an-event-planner\/\" target=\"_blank\" rel=\"noopener noreferrer\">what they DIDN\u2019T tell you about becoming an event planner<\/a>!<\/i><\/h3>\n","protected":false},"excerpt":{"rendered":"<p>Even the most seasoned event planners can\u2019t avoid the surprise of unexpected costs. <\/p>\n","protected":false},"author":9,"featured_media":17184,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[3,11],"tags":[],"ppma_author":[351],"class_list":["post-13813","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-event-planning-tips","category-career"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>7 Budget Busters Rookie Event Planners Often Miss! - Pointers for Planners<\/title>\n<meta name=\"description\" content=\"Even seasoned event planners can\u2019t avoid the surprise of unexpected costs. Can you predict and handle these 7 event budget busters?\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.qceventplanning.com\/blog\/2018\/02\/know-handle-7-event-budget-busters\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"7 Budget Busters Rookie Event Planners Often Miss!\" \/>\n<meta property=\"og:description\" content=\"Even seasoned event planners can\u2019t avoid the surprise of unexpected costs. 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