Whether you’re planning your wedding day or a corporate event, budgeting is essential. Setting realistic limits can help you focus on what you can afford instead of daydreaming about swanky venues and fancy catering options.
Be sure to factor in any extra costs, like agency fees, specialty services and security staff. Then use the following tips to plan a memorable, affordable event.
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1. Choose a Simple Menu
Choosing an event catering menu that is simple and easy to prepare can save you money. For example, many caterers offer “light” options that include a mix of salads, finger foods and buffet items. They’re perfect for a lunch event, movie night party or corporate gathering.
Consider also hosting a buffet rather than a plated dinner. A buffet can keep costs low while providing guests with a wide range of food options, which is especially useful for addressing dietary restrictions and allergies.
If your venue allows it, you can save even more by having attendees bring homemade dishes to the event. This turns the event into a modern potluck and can provide an opportunity for attendees to showcase their cooking skills. You can even form “chef’s teams” to compete in a cooking competition during the event. In addition to saving money, this approach allows you to avoid food service staff costs. Also, you’ll have more control over the quantity of food served.
2. Go Vegetarian
Vegetarians, vegans, and other dietary restrictions are important to consider at your event. They want to eat well, too, so do your best to make sure that you include plenty of options.
Talk with your venue chef about their experience preparing food for guests with special diets. Request that they include these options in all menu tastings. Ask how they typically handle special dietary requests and buffet/function menus, as well as how this will be reflected on the final bill.
Remember to include pescatarians, who don’t eat meat but do eat fish, in your guest list. They’ll appreciate the option to choose seafood as a dinner choice.
Also, try to keep the number of dishes that contain milk, eggs, butter, and other animal products down, as they can cause digestive upset for some people.
Also, use plant-based alternatives for such items as mayonnaise and sour cream. These are easier on the stomach and taste just as good as their counterparts.
3. Look for Cheap Venues
As with any event planning, unforeseen expenses can arise at the last minute. That’s why it’s a good idea to keep a flexible budget. Identify all potential costs and allocate a dollar amount or percentage to each, ensuring that the total does not exceed your maximum spending limit.
When looking for a cheap party venue, consider factors such as the type and location of the space, whether it’s indoors or outdoors, and if you’ll need to bring in outside caterers or entertainment. Be aware that some venues may have extra fees such as cleaning, service charges or overtime rates.
Also, some venues have limited rental time slots and you might need to pay for the entire day even if you only need a few hours.
Lastly, be sure to compare venue packages and services, as some may include items you might not think of or might consider additional costs, such as tables, chairs and sound equipment.
4. Cut Down on Service
Event planners often struggle with balancing catering costs with quality and service. The cost of catering can be a major factor in the overall budget, especially if it includes an open bar and full service.
One way to cut down on catering expenses is to opt for a buffet instead of a sit-down dinner. This can save money by reducing the number of dishes served and by eliminating the need for waiters or table service. It also allows guests to interact more with each other.
Another way to cut down on catering costs is by serving only a limited amount of drinks. This can be a good option for a party or wedding on a budget, as it allows guests to enjoy the atmosphere while limiting their consumption and prevents overindulgence.
Finally, a good way to reduce catering costs is by negotiating with the venue. Many venues offer package deals for catering and venue rental, which can help you stay within your budget.