Cut Down on Costs with Event Management Experts

Jul 21, 2014 by

When organising any type of special occasion, your money can soon be stretched to breaking point even before you’ve arranged anything major. Careful planning is required when it comes to managing any type of event which is why most people work with the experts instead of doing it on their own. Even here though, you can save some cash and still end up with a fantastic event by merely following these few simple tips.

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Image: penguin.co.uk

Negotiate Costs

Despite the fact that most event planners have some sort of pre-defined package, it pays to remember that this is mostly used as an example of what’s available. In truth, almost everything is negotiable when it comes to planning an event whether you’re arranging a wedding or corporate dinner. Think about the level of service that you require and talk to your chosen advisor about how they offer a better deal with the following:

  • Food & beverages
  • Entertainment
  • Transportation
  • Room decorations

Stretch your money even further by negotiating all aspects of your future event. With a little hard work and haggling, you can easily cut down some of the costs to pay for the occasion you have planned.

Be Flexible with Time

It also pays to be aware that certain times are more expensive than others. For instance, if you want to hold your event on a Saturday night, you may have to pay more per hour purely because this day is heavily in demand. Likewise, holding a Christmas party on the 24th or 25th of December can make the final rate skyrocket.

Instead, you should be flexible with when you choose to host your special occasion. If you opt for a Thursday or Sunday night instead, you might be able to save a significant amount of cash. In the same manner, instead of hosting a Christmas or New Year party, why not choose another day in December and make it an End of Year celebration instead? The final invoice will be a lot lower as a result.

Think Outside the Box

You can also ask your chosen advisor about how you can get creative and save a few pounds. Working with an experienced event management agency can open you up to a wide range of budget-saving alternatives. While the specifics will depend on the occasion you’re planning, some good ideas are found below:

  • Look for cheaper flowers for the decorations
  • Cut down on the food by a single entree
  • Use wine instead of champagne for toasts
  • Consider a DJ instead of a complete band

Whatever you want to include in your next celebration, chances are that there’s a cheaper solution that still yields similar results. Ask your event planner about what they can offer you. In particular, enquire about renting certain important features rather than buying them so you really save a lot of money.

DIY Alternatives

Lastly, you can lower your costs by taking care of some wedding aspects on your own. This applies whether you enlist the aid of an employee to prepare for a corporate function or you create your wedding decorations by yourself. First, you should see how far are you willing to go to arrange your event on your own. If you don’t have the time, skills or money, at the very least you should be able to take care of some minor event aspects. In this way, you can cut down costs on matters such as:

  • Placeholders
  • Invitations
  • Floral displays
  • Wall hangings
  • Posters

With a computer and a bit of artistic talent, you can create almost any form of event-type document by yourself, saving you money while your chosen advisor handles the larger, more difficult matters surrounding your future celebrations.

By following this advice, you can easily organise any sort of occasions, including conferences, dinners, parties and more, without blowing out your budget. While you’ll still get the support of a qualified events planning expert, you’ll be able to look after your finances without detracting from the overall success of the social gathering being organised. Achieving optimal cost effectiveness is therefore quite possible regardless of the specific occasion you have planned for the future. All you need is a little creativity, patience and innovation.

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