Any event manager in the world will admit that the hardest part in organizing a party is staying within the budget limits. Even the most experienced organizers sometimes cross the line of expenses without even noticing it until the harm is already done. To avoid this embarrassing scenario, you will need considerable micromanagement skills and plenty of lucidity. Here are a few tips that will help you plan a successful event without having to pay for it from your pocket:
Create a budgeting framework
Calculating the budget should always be the first step in organizing a party. However, after planning the same type of events for many years in a row, you get an idea of how much money is needed for each form of celebration. Experience allows you to create a budgeting framework for every sort of social get-together. This practice will enable you to display approximate costs to your clients in a blink of an eye.
Maintain a network of professionals
Event planning managers that are new to this business have a hard time finding the right people for the jobs they require. It takes a lot of trial and error before discovering a great band for wedding celebrations, talented decorators or top-quality chefs. However, once you encounter these professionals, try to place them on your recurrent paying bill, and hire them for every occasion you get. Highly-skilled personnel will impress the guests, and they will make your business more popular.
Consider the client’s requirements
It is important to have a budgeting framework for various types of events, but it is crucial to maintaining it flexible. Customer requirements may vary from food preferences to individual health needs. A food menu for a vegan party may cost more than one that includes animal products. Also, a birthday party for children with ADHD might require more staff to keep control of the hyper-energetic kids. All these small details could quickly become deal-breakers for your plan, and they could even put you out of business if you fail to take them into account.
Estimated cost VS. Actual cost
When you present the final plan for an event to your client, you must make a difference between the estimated cost of the party and the actual cost. Always increase the estimations and ask for more money than it is needed. This practice gives you a safety net that you can fall on, if things go wrong, and unexpected costs appear along the way. Also, if you never get to spend the extra cash, you can prove to your clients that you managed to organize a great party and save them money at the same time, an aspect that will surely delight them.
Never stop researching
The reason why some event planning managers go out of business is that they always use the same venues or themes for their parties. In time, people become bored and disenchanted by the prospect of organizing all their parties in the same place or the same style. To improve your skills and increase the number of clients you have to search for alternative options continuously. Showcase your managerial skills by offering a broad variety of choices to your customers every time they knock on your door.