When you have to host a big event that requires renting out a banquet hall or conference room and providing catering and entertainment, it can be easy to go over budget if you don't plan carefully. Here are a few tips that will help you stay on budget while planning a big event.
Choose an Off-Date
One of the easiest ways to save money is by choosing an off-date. Saturdays tend to be one of the busiest days for special events, and they tend to cost the most to book. Friday evenings also tend to be a popular event time. Depending on the venue, Sunday morning and afternoons could also be a popular event day.
When you find a venue that you want to book, call, and find out their rates for different days. Find out what their busiest days are for events. Book your event on a non-busy day where the rates are lower. This is a great and easy way to reduce the cost of your event.
Bundle Services Together
Next, see if you can bundle services together. Many venues will offer you a discount if you use some of their other services as well. For example, if the venue offers catering, see if you can get a discount on the total bill by using the in-house catering option. Or if the venue offers equipment rentals, such as chairs and tables, see if you can get a discount on those services. Most venues, such as hotels, have other services that they can offer you in addition to the physical space and will offer you a discount if you use their other services.
Decrease Options
Finally, you can save money by decreasing options when it comes to food. For example, you don't need to serve ten different appetizers; you only need to serve two or three different appetizers. You don't need to serve five different main courses; you only need to serve two or three. Cutting down on the different types of food that you are serving, and the number of choices that you are offering, will help reduce the cost of providing food for your event.
If you have a big event to throw, stay away from Saturday and Sundays, where event costs tend to be higher. Hold your event on a weekday instead. Choose a location where you can bundle services together, such as the location, catering, and supply rentals. When it comes to serving foods, decrease the options. Doing these things will help you stay on budget for your big event.
For more information on event locations, such as hotel conference rooms, contact a local resource.
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