28 Mar Great Tricks for Event Planning
Whether you’re planning a corporate event, an extravagant wedding or an intimate gathering, here are some insider tips to help you in making the planning process stress-free!
1. Be Flexible & Creative
Communicator. Check… Organizer. Check… Artist? Over the course of planning the event, things are going to change. We put the time and effort into event design because experience matters! Stay creative by looking for inspiration outside of the events world. We all know that sometimes what we want to do can completely change. Whether it is event times, locations or even the type of event you’re hosting, you need to ensure that you’re flexible and can meet the changing demands.
If you don’t have strict dates and deadlines, being flexible when it comes to timing and venue can save you a lot of money. For example, if you’re planning a party around the holidays consider pushing the event to a post New Year’s celebration. During peak holiday season, venues will often have higher rates and caterers may have more pricey holiday menus. If changing the event seasonality is not an option, you may be able to cut costs by hosting the event on a Friday or Sunday, which should be less expensive than the Saturday rate.
2. Negotiating is Key
Despite what many event rental vendors will tell you, everything is negotiable. Remember that with every event there will be unforeseen costs, so try to negotiate as low a price as you can.
But for a wedding, it’s different. If the client has a certain budget but wants to invite more people, then you can negotiate the guest list. The guest list trimming process is different for every couple. Here are a few tips that may help you downsize without damaging any relationships:
- Create rules and stick to them – For example:
- Immediate family only
- No colleagues
- If you make exceptions to your rules and invite one cousin, for example, but not the others you may end up hurting feelings
- Only invite people you’ve met – which may mean no plus ones if you haven’t met someone’s partner
- No kids
3. Go Green
At In The Event, we love focusing our efforts on green events! There are a few minor things you can implement for almost any event type that will help minimize the negative effect on the environment. Consider investing in a brand display piece that can be used at the event, and later will be moved to the office full time to enhance the space. For a wedding, a custom sign or display piece signed by guests, can serve as home décor that’s a fun reminder of your special day.
Rent, or use serveware you have, to cut out the cost and environmental hazard of disposables. If you’re planning something more casual and prefer disposable serveware, check in with your caterer, as most can offer bio-degradable or bamboo plates and utensils.
Wireless lighting is one of our specialties and can eliminate a lot of headaches on the day of the event. It eradicates the hazard of cords, (not to mention the unappealing look!) while decreasing electricity use. Online registration is another great way to cut costs and go green. Whether you do it onsite, using an LED video tower, or prior to the event, you’ll save on printing and staff fees.
4. Non-Floral Centerpieces
Non-floral centerpieces are our secret weapon for enhancing an event environment without breaking the bank! Floral costs can add up quickly, especially if you’re looking for something unique or not native to the area. Non-floral centerpieces are affordable while still allowing for creativity, color and theme development. Plus, they offer a fantastic branding opportunity. Simply add a graphic or logo to the centerpiece and you have an inexpensive, custom centerpiece display.
Being flexible with your floral selection is a great way to work in a tight event budget. By choosing a non-floral style, or by selecting seasonal flowers, avoiding exotic or unnaturally colored variations, you can create stunning centerpieces without the cost.
5. Consider Hiring an Event Planning Company
While many think that an event planning company increases cost, it can actually decrease them, or at least allow you to work within the same budget with much less stress. Planners usually get exclusive rates from vendors that direct customers don’t have access to. Additionally, event planning companies are very familiar with local vendors and venues and can help you eliminate or call attention to hidden fees. Event planners will have a realistic idea of what can be done with a space on your desired budget. By hiring an expert we think you’ll find the planning process much more enjoyable!
A bonus event planning tip for all the industry insiders – be sure to schedule a walk through with all the key vendors, so you’re not the only person on site with the vision. This will save you valuable time during the load in and load out sequences, so you can focus on executing a flawless event for your client.
If you need more inspiration, check out this Pinterest board! Give us a call with any questions!
801.886.1144 | firstname.lastname@example.org | www.intheevent.com