Everyone’s tightening their belts due to the economic downturn, but that doesn’t mean your business can’t have a little party, or plan a company event like a retreat. Local planning experts offer the following suggestions to those looking to trim their event-planning budget:
Schedule in the off-season or outside of peak times. A holiday party in January, for example, can be refreshing and energize people for a new year, says Melissa Bryan of Lush Parties & Events on Bainbridge Island. “December is stressful already, while January could be great to celebrate the year end and look ahead,” she says.
Scheduling on the right time of the week can save money — a Monday or Friday company event, for example. Vendors may be willing to give discounts for services offered on the “slow” days. Even the time of the day matters: At dinner time, people expect more food. So plan for a late afternoon or an after-dinner cocktail party, suggests Ronda O’Sullivan, co-owner of Ambrosia Catering of Bremerton.
Lowering the guest count will help, since most caterers charge per person. “Is it more important to have 250 people and serve them two items, or 50 people and serve more food?” O’Sullivan suggests considering.
Think about the service you need. Using disposable containers and tableware will cost less, with money saved on renting plates . It will also save on cleanup time because the caterer doesn’t have to come back or wash dishes. “We can offer higher end disposables that look like dishes,” O’Sullivan says, but notes that disposable items may not be en vogue due to the green movement.
Alcohol will drive the price up , says Sharon Snuffin, owner of Gig Harbor’s Snuffin’s Catering. “Beer and wine are less expensive than a full bar,” she says. “Soft drinks are equally important. We encourage people to have alternatives.” For example, she says foregoing alcohol altogether will save money but it doesn’t mean you have to be boring. She suggests options like lemonade or nonalcoholic Mojitos. Providing our own alcohol is also less expensive, but some caterers may not allow it.
The venue, of course, could be a big-ticket item. Some places don’t charge extra for using their banquet rooms . Some public organizations, like libraries or community halls, offer free rentals for certain events. And, of course, there are public parks for outdoor get-togethers. Even with a commercial venue, money may be saved by booking ahead of time, because longer lead time allows more choices.
“Ask a venue, ‘If I choose a different day, will I get savings?’ For social events, Friday or Sunday may be better,” says Terry Halvorson, general manager of Kitsap Conference Center at Bremerton Harborside.
Consider everything a venue offers. Some, for example, include tables and chairs, which can save substantially on extra costs of renting them. Others allow you to bring your own audio-visual equipment instead of charging to rent theirs.
Last but not least, prioritize. Consider what the most important aspects of the event are, and focus your resources on those.
