Budget shouldn't be a dirty word. And occasionally we see it as a dreaded subject to tackle instead of as a guide. Don't squirm when talking money. You are planning an amazing event and the money is yours to spend as you see fit. Accordingly we need to respect what your budget is and operate within your lifestyle and finances.There are so many resources available for your to start the budget planning process, use the planning spreadsheets and checklists you find. Then use these few additional tips to help you keep your perspective when planning your event.
Remember: Your event will be an amazing day spent with the people you choose to celebrate with. We can make the rest of these details fall into place. * Do consider, hiring an event manager for managing as much as you can afford. As you run through these tips, realize it's just the top of the mountain. Event planning has lots of components that require expertise. Let the professional handle those pieces so you can enjoy your day. Happy Reading!
Where, When, Who and How?
Where: are you hosting at home or a venue? A restaurant or a garden party? Do they have in house catering or will we bring in a kitchen? These factors will determine the baseline for your budget. Pick something that "feels" like what you love. The rest of the factors will fall into place. Perhaps you MUST Have a certain Mediterranean caterer work your event. Then start with them, and back into dates based on their availability and venues that fit their style of food and service.
"Pick something that 'feels' like what you love."
When: Are you tied to a specific date or will your date be flexible based on the venue availability?
I never understood why all the event / wedding planning templates are structured on a 12 month schedule. Clearly there is not a fixed planning period. Note tho, that the most date flexibility simply comes from advanced planning. More dates will be available to you.
Seasonality plays a role in event price and date availability as well. Indoor and outdoor plans can be affected by inclement weather. So a rain plan might need to be added at a cost. And simple candle decor which can help save some expense, doesn't work outdoors as well.
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| Sweetness during the Pre Ceremony. Gathering the kids. |
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Who: Most planners start with venue because location plays a role in many other event logistics. One of which - how many people does the venue hold? What is the seated capacity for a dinner or reception? Are you leaning towards a bigger headcount, then perhaps alternative meal service can be considered, like small passed plated options or a tapas style menu and stations?
That being said, your guest list will be important to manage as you stay within the catering budget. Remember those other category guests that creep their way in like your boss, co-workers, friends from college you haven't seen for years, or the new neighbor you befriended. Prioritizing and sticking to headcount needs clear communication from all the parties involved.
"Prioritizing and sticking to headcount needs clear communication."
How: Venue and Catering generally takes up nearly 50% of planning budgets. Unless grandmas garden and chef worthy kitchen is hosting. How Amazing will the decor be? This is all based on your lifestyle and budget. When you hear planners ask for details about your vision: is it whimsical, classic, or fairytale, rock and roll or the theatrical suits the days plans?
Event planners come in to give you perspective on what things actually cost in the industry.
The WHAT'S
Along these line...set a realistic budget and prioritize the main areas of spending and that's the WHAT Category.
Select WHAT is Most Important to You?
Be it the Flowers or Perhaps the Cake should be the feature of your party. Prepare a budget for a glorious cake and spend less on flowers.
"..set a realistic budget and prioritize the main areas of spending and that's where the WHAT"
What Can you Afford?
Lifestyle plays an important role. You and your partner will have ideas in mind of how to entertain the guests, tailored to your tastes and likes. Including a certain band, or perhaps those must have platform shoes for the bridesmaids and bride... keep your specifics in mind and estimate accordingly.
What? You Want to Spend More than you Budgeted?
Don't go into debt over your event planning. Countless clients have said through the years, they regretted the overspend because at then end of the day - that "specific to us" element was most important. If your must have is the photo shoot to trash the dress, and sites around the city, then perhaps scale back on photos of your getting dressed and a photo booth.
"Don't go into debt over your event planning."
What can you Borrow, Rent, and Hire?
Some clients want the exclusive feel without the exclusive price. Accordingly another secret of the trade is that you can rent nearly every glamorous touch for the special party you are planning. Grandma's pearls to the aunt that married wealthy, perhaps they have a staple piece of jewelry your could borrow for the day. That must have centerpiece could be rented from a great design house or tablescape firm. You don't have to buy those perfect color of lavender table skirts that will sit in a bin in storage post soiree.
"...another secret of the trade is that you can rent nearly every glamorous touch for the special party you are planning"
Ask for Help
If your best foodie friend loves to bake, perhaps she can manage the sweet table treats? Or if Babcia's Polish pierogi are a must midnight snack, then see what she can muster. Co-workers might bring you back a boxed lunch so you can run an event related errand. And as friends shop they can snap a picture of your MUST HAVE pre-event gown and the price tag.
"Or if Babcia's Polish pierogi are a must midnight snack, then see what she can muster."
The Don'ts
In the pre weeks to the event, you may feel less busy. Decor and DIY is completed, briedmaids fitted, so now what?
Don't get the "new facial" or must have glam pack that your skin isn't accustomed too.
Don't spend more on spa packages or upgrades, these all add to your overall yearly expenses already impacted by the big event.
Do get more sleep.
Do spend time with family and friends who will not stress you out.
Do relax.
Your event is to spend time with those you choose to celebrate with. The colors, the food, and the guests will be a reflection of you and the things that make you and the event unique. After all the time and work that goes into planning - the smallest to the largest of events - relax and enjoy the fun. Let the planner handle the rest.
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From the Everyday to the Extraordinary...
Joanne
Owner | Consultant
Joanne Klee Marketing & Events
Service Excellence | Detailed | One Stop Solutions
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