It happens so often that people surpass their budget while executing an event they have been so excited about by overspending on food, décor, and party rentals. Keeping yourself in the budgeting limit is sometimes difficult but not impossible if you take care of every tiny detail.
Here are some of the common mistakes event planners do that lead them to over-budgeting, and these are the things you should never be doing at any cost.
Not Sticking To The Prime Purpose Of Your Event
You often end up overspending when you have no concise agenda for your upcoming event. See, it is one of the most important things that you need to be highly considerate of – you have to be sure what you want to achieve out of the event you’re organizing. If you have 3-4 ideas in your mind, you better sit down with yourself and finalize one outta those many to avoid imprecision.
Last Minute Implementations Kill The Pith Of The Event And What You Want To Attain From It
You need to have a solid event plan and you gotta stick to it firmly no matter what. That’s the key to a successful event. If something suddenly flashes across your mind and you try to add it to the plan when you’re very near to the event, it’s sure to ask more money to chip in. Say an emphatic no to last minute implementations!
Lack Of Communication And Documentation Of The Changes Taking Place
You need to have a strong source of communication in order to make your event super successful. Be it your team, vendors you’re hiring, or the guests themselves – keep everyone in touch so that no chance for miscommunication ever occurs before or during the event.
Also, every single step you take towards the event has to be well-documented. You cannot trust your mind to remember everything you’ve done – it has to be on the paper.
Oversizing Of The Attendees, And Hence The Resources Like Food And Seating
You are possibly going to go out of the budget if you don’t keep a count of the attendees. The vendors and event rentals who’re supposed to provide you food and seats might charge you some extra bucks for a sudden or unexpected increase in the number of guests. You have to count every single person, you have to be inch-perfect with everything you do.
Lack Of Risk Assessment And No Preps To Counter It
When you’re planning something unforeseen, you have to be ready for any unexpected situation that might occur without alarming you. For that, you need to have great analytical skills, so to say.
Always keep a plan B; in case plan A fails, it can come to your rescue. Don’t make a spectacle out of yourself if anything contrary to your major plan happens.
Undermining The Unforeseen Extras
When you’re done planning the big stuff, you are likely to miss out on the small stuff. People don’t like sweating over the petty stuff and that’s perhaps the biggest mistake they do which eventually leads them to a disastrous overspending. Be very precise and don’t forget to take care of the apparently miniscule stuff. It always makes you surpass your budget.
Printing Cost Is Just A Ludicrous Expenditure
There’s no need to get a pile of brochures, fliers and cards printed. This is ludicrous spending which you should avoid at any and every cost.
These days you don’t have to rely upon invitation cards; you can invite people by sending them an email – email is considered a formal communication. Moreover, if you want to popularize your event, you can utilize your social media handles instead of spending a huge chunk of your money on brochures, pamphlets and other stuff.
Greedy And Non-Trustworthy Vendors Can Dupe You Into Paying An Amount You Don’t Even Owe Them
When you’re hiring someone to cater to your guests on the main day, make sure you hire honest people and they are not the ones to manipulate their customers into paying an extra sum post event. Some vendors give nonsensical excuses to charge the customer an extra amount after they’re done servicing, some of them throw a lot of tantrums, and that’s when you are likely to cross your budget limit. Again, choose trustworthy vendors and corporate tents rentals Maryland to avoid this from happening.