{"id":1856,"date":"2014-10-02T11:09:07","date_gmt":"2014-10-02T16:09:07","guid":{"rendered":"http:\/\/www.qceventplanning.com\/?p=1856"},"modified":"2014-10-02T11:09:07","modified_gmt":"2014-10-02T16:09:07","slug":"event-planners-tight-budget-read","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2014\/10\/event-planners-tight-budget-read","title":{"rendered":"Event Planners: On a Tight Budget? Read This!"},"content":{"rendered":"<p>Everyone wants to save money these days. But in your event planning career you might encounter one or two clients who expect a lavish party or event on a very strict budget. There are ways to keep your costs in check and still give the client a taste of luxury!<\/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\/2014\/10\/event-planners-tight-budget-read\/#Set_expectations_early\" >Set expectations early!<\/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\/2014\/10\/event-planners-tight-budget-read\/#The_Location\" >The Location<\/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\/2014\/10\/event-planners-tight-budget-read\/#The_Date_Time\" >The Date &amp; Time<\/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\/2014\/10\/event-planners-tight-budget-read\/#Ditch_the_Print\" >Ditch the Print<\/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\/2014\/10\/event-planners-tight-budget-read\/#Food_Drink\" >Food &amp; Drink<\/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\/2014\/10\/event-planners-tight-budget-read\/#Decor\" >D\u00e9cor<\/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\/2014\/10\/event-planners-tight-budget-read\/#Avoid_these_areas\" >Avoid these areas<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/www.qceventplanning.com\/blog\/2014\/10\/event-planners-tight-budget-read\/#In_the_end%E2%80%A6\" >In the end\u2026<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/www.qceventplanning.com\/blog\/2014\/10\/event-planners-tight-budget-read\/#Got_any_tips_for_how_to_work_on_a_budget_Leave_us_a_comment_and_let_us_know\" >Got any tips for how to work on a budget? Leave us a comment and let us know!<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Set_expectations_early\"><\/span>Set expectations early!<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>As a planner, your first duty is to set your clients\u2019 expectations right off the bat. Sit down with your clients and explain to them that their budget will not get them everything they want. Together, talk about where your clients are willing to scale back to save on costs, and where they want to spend the most. Have examples of some compromises ready for them to choose from. <\/p>\n<p>Such as:<\/p>\n<h2><span class=\"ez-toc-section\" id=\"The_Location\"><\/span>The Location<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Renting a space for an event is expensive! If you can hold the event at someone\u2019s home or in their back yard, that can save you quite a fair chunk of change. If it\u2019s a corporate event, consider holding it at the company\u2019s headquarters.<\/p>\n<p>If those aren\u2019t options, consider other non-traditional locations for your event. Museums, cinemas, out-of-season sporting arenas are a few examples of locations you may want to contact for your event. While these locations may not advertise their venues, most of them do rent out space at a very reasonable rate. After all, it doesn\u2019t hurt to call and ask!<\/p>\n<p><a href=\"http:\/\/www.qceventplanning.com\/wp-content\/uploads\/2014\/10\/event-on-budget-location.jpg\"><img loading=\"lazy\" decoding=\"async\" width=\"700\" height=\"467\" src=\"http:\/\/www.qceventplanning.com\/wp-content\/uploads\/2014\/10\/event-on-budget-location.jpg\" alt=\"Plan the event location carefully\" class=\"alignnone size-full wp-image-1860\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2014\/10\/event-on-budget-location.jpg 700w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2014\/10\/event-on-budget-location-300x200.jpg 300w\" sizes=\"auto, (max-width: 700px) 100vw, 700px\" \/><\/a><\/p>\n<h2><span class=\"ez-toc-section\" id=\"The_Date_Time\"><\/span>The Date &amp; Time<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>If you do have to rent a space, consider holding the event on a weekday rather than a weekend. Many venues offer discounts for weekday events.<\/p>\n<p>Also, you can save a heap of cash by holding your event during the day rather than in the evening. By holding an earlier event, the guests will not expect a five-course meal with wine, etc. You can do a simple brunch or tea service for food, which are both elegant and far more cost effective than the dinner alternative.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Ditch_the_Print\"><\/span>Ditch the Print<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Instead of spending money on printing &amp; mailing invitations, create a website for the event and send invitations via email. Guests can RSVP on the website which will not only save you money, but loads of time as well!<\/p>\n<p>Does your event have a program? Don\u2019t print it out, either. Post it on the website and have a single, large, printed copy made available for all to see at the entrance to your event.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Food_Drink\"><\/span>Food &amp; Drink<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Depending on the type of event you\u2019re holding, and how tight your budget is, you can consider holding a potluck where all the guests bring a little something themselves. This really only works, however, at informal parties where only close friends\/family are invited.<\/p>\n<p>If you are serving food, a buffet will always be less expensive than a sit-down meal. You should also limit the amount of alcohol available. Ditch the open bar and instead opt for a few bottles of wine per table, period.<\/p>\n<p>Also, whatever your final food budget is, you can probably get away with slashing it by a good 10% or so. Planners always have the tendency of ordering too much food. Cut the food budget up-front, and you\u2019ll still end up with happy guests and fewer leftovers!<\/p>\n<p><a href=\"http:\/\/www.qceventplanning.com\/wp-content\/uploads\/2014\/10\/event-on-budget-food.jpg\"><img loading=\"lazy\" decoding=\"async\" width=\"700\" height=\"503\" src=\"http:\/\/www.qceventplanning.com\/wp-content\/uploads\/2014\/10\/event-on-budget-food.jpg\" alt=\"Don&#039;t order too much food for event\" class=\"alignnone size-full wp-image-1861\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2014\/10\/event-on-budget-food.jpg 700w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2014\/10\/event-on-budget-food-300x216.jpg 300w\" sizes=\"auto, (max-width: 700px) 100vw, 700px\" \/><\/a><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Decor\"><\/span>D\u00e9cor<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Here\u2019s where most planners break the bank without even intending to do so! As you well know, you should always have a vision of what the event will look like before you start spending. If you\u2019re on a budget, go even further. Once you have your vision in mind, consider where you can make some concessions and save on costs. For example, you can purchase cheap balloons, streamers, etc. at the dollar store for a fraction of the cost at a party store. Sure the balloons won\u2019t have anything written on them but in the end, will anyone care?<\/p>\n<p>Staying away from the floral is another sure fire way to save some dough. Instead of flowers as centerpieces consider a simple candle arrangement (which you can also get at the dollar store!) or have fun with other types of table toppers. Nothing screams elegance and intimacy more than a few well-arranged floating candles!<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Avoid_these_areas\"><\/span>Avoid these areas<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>No matter how much you want to save on costs, there are two areas where I strongly discourage you from doing so.<\/p>\n<p><strong>Photographers<\/strong><\/p>\n<p>If your event is something like a wedding or a sweet sixteen party where the clients want to document the milestone with photos, get a good photographer and pay them what they\u2019re worth. There are plenty of other areas to cut costs. Your clients will never forgive you if they end up with terrible photos or even worse, no photos at all!<\/p>\n<p><a href=\"http:\/\/www.qceventplanning.com\/wp-content\/uploads\/2014\/10\/event-on-budget-photographer.jpg\"><img loading=\"lazy\" decoding=\"async\" width=\"700\" height=\"473\" src=\"http:\/\/www.qceventplanning.com\/wp-content\/uploads\/2014\/10\/event-on-budget-photographer.jpg\" alt=\"Event Photographer\" class=\"alignnone size-full wp-image-1862\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2014\/10\/event-on-budget-photographer.jpg 700w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2014\/10\/event-on-budget-photographer-300x203.jpg 300w\" sizes=\"auto, (max-width: 700px) 100vw, 700px\" \/><\/a><\/p>\n<p><strong>Entertainment<\/strong><\/p>\n<p>While you can probably cut costs by going with a DJ instead of a band, it\u2019s important that whichever entertainment professional you hire, they have a good reputation and are committed to your event. We\u2019ve heard countless horror stories of clients trying to save money by hiring cheap DJs, for example, only to have their event ruined by their unprofessionalism.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"In_the_end%E2%80%A6\"><\/span>In the end\u2026<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>As long as you set the expectations with your client when you first get started, I\u2019m sure the event will end up being a smash! Just one more, very important point:<\/p>\n<p><b>Don\u2019t devalue your services!<\/b><\/p>\n<p>Especially if you\u2019re just starting out as a new event planner, you may be tempted to price your services lower than the industry standard, just so you can get a few clients through the door. Here\u2019s our advice: don\u2019t. Don\u2019t work for less than what you\u2019re worth. And certainly don\u2019t work for free!<\/p>\n<p>You charge for your services, and the client came to you because he\/she doesn\u2019t mind paying for that service. If the client tries to save money by negotiating on your prices, don\u2019t play that game. Instead, offer to scale back on your services to stay within the client\u2019s budget.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Got_any_tips_for_how_to_work_on_a_budget_Leave_us_a_comment_and_let_us_know\"><\/span><center><i>Got any tips for how to work on a budget? Leave us a comment and let us know!<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><\/center><\/i><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Everyone wants to save money these days. But in your event planning career you might encounter clients who expect a lavish event on a very strict budget.<\/p>\n","protected":false},"author":3,"featured_media":1859,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[2,3,4],"tags":[],"ppma_author":[346],"class_list":["post-1856","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business","category-event-planning-tips","category-wedding-planning-tips"],"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>Event Planners: On a Tight Budget? Read This! - Pointers for Planners<\/title>\n<meta name=\"description\" content=\"Everyone wants to save money these days. 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