Monday, February 11, 2013

Event Design Series: Day 4 - Budget

Continuing our discussion of event design (and please, make it a discussion by commenting)...

More about our Event Design Series here at Day 1, and where the questions came from

Day 4: Budget: What tips do you have for a client that has a very small budget but wants a big impact?

Inexpensive table centerpiece of glitter paper, shadowbox frame, and candles
Materials available at most craft stores for around $15USD. Design concept by EJP Events.


I will try not to write a novel here, although it's very tempting. Budget is always a concern, even for so-called "big budget" events - no one wants waste or to go over. Here are a few thoughts:

1. Manage your and your guests' expectations. Remember that your target budget needs to reflect real life. For example, whatever your target event budget is, take about half of that for food and drinks and set your style/formality level from there. So a $30/per person event has a roughly $15/per person meal (including drinks and service!), so keep it casual!

2. Focus your efforts. If there's no budget for an item like decor or party favors, remove it from the program rather than trying to do it halfway. If you design what you do have carefully, attendees often won't notice what you didn't include.

2. Cut your guest list. The number one element that affects the budget is the scale. Each additional guest means an additional chair, spot a table, place setting, invitation, print suite, meal or food, drinks, and rental items. Also - carefully manage your invitations and RSVPs so you don't purchase for guests who don't show up. You will get fewer guests than you expect more often than not.

3. If you are doing any event functions in-house or DIY in order to save money, start early. There's nothing more morale-killing at an organization than giving a job like registration/nametags, decor, or setup to your employees (or, in the case of a wedding/social event, to your relatives and friends) and leaving things until the last minute. Your hoped-for "big impact" will wither and die as people sense the stress of your DIY staff or volunteers.

4. Choose a venue wisely. For example, if there's no budget for decor, avoid sites with little built-in appeal that cry out for flowers or lighting. And if a speaker is an important component of the event, look for a venue with a great sound system included in the rental (and test it!).

5. Support "lean" events with customer service. If you are having to cut back on food or decor, chances are these are less noticeable if your guests are treated well and with personal service from the time they register to the time the exit the event.

Have a tip on event budgets you'd like to share? Please leave a comment below!
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