Challenged by your client’s champagne taste but limited by their beer budget? Game on! There are dozens of ways to make your event or gathering glitter without spending a ton of gold.
Venues
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Shop around. Don’t be afraid to negotiate. Leverage quotes from one venue to impact the price from another
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Over your head. Over-estimating your head count could dramatically impact your food budget. Be as realistic as possible and then incorporate a small cushion.
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Something different. Hotel venues can often run higher because of staff, food, and beverage costs. Consider an alternative venue with an outside caterer.
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Open to change. Be flexible about your event date. Ask the venue about days or evenings they may be looking to fill at a discounted price.
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DIY. Find out what tasks your own staff can perform for which the venue staff would typically charge you.
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In lieu of. Review the venue’s established menu and swap out higher-priced items for less expensive options.
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Piggy back. Ask about the menu for an event scheduled the day before or after yours and use the same menu. This could help you negotiate lower prices for food and beverages if the venue is buying their menu items in bulk.
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Welcome. Find out if your venue will offer you a hospitality room at no charge if you meet minimum spends for food and beverage.
Caterers
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Keep it simple. Start with one main entre and build out complementary side dishes from there.
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Laid back. Choose food stations that allow guests to nibble on a variety of inexpensive foods such as deli meats, cheeses, fruit, and veggies.
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Self-serve. Opt out of a serving staff and allow guests to serve themselves at a buffet or food stations.
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In season. Create a menu that only includes in-season, local foods to avoid expensive shipping charges.
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Get saucy. Have the caterer offer a great sauce to top a less expensive main course, such as pasta.
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Cheers. Consider limiting alcohol choices to just wine and beer. Or, offer non-alcoholic options instead.
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Bite size. Choose small individual servings of desserts rather than expensive, flamboyant ones. Ice cream, sorbet or mini-cupcakes are the perfect crescendo to a great meal.
Guest rooms
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Block it. Negotiate reduced rates by booking blocks of rooms.
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This means war. Research prices, then use that information to create a bidding war between hotels.
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Be direct. Rather than booking online, call the hotel and ask for their corporate rate.
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Be independent. Compare prices of smaller, independent hotels with large chains. You may find greater amenities and fewer fees.
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Bundle up. See if your hotel offers better rates when bundled with airfare.
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In season. Look into seasonal dips in hotel rates. For example, New York hotel prices drop in July and August, while rates in Phoenix increase in October.
More ways to save
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Tech savvy. Using apps and social media instead of printing materials will save you a bundle.
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See the light. Investigate creative lighting as an alternative to expensive printed banners.
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Ask for support. Look for sponsors who may be willing to foot part of the costs or provide guests with freebies.
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Center of attention. Work with a florist to create simple centerpieces that incorporate inexpensive greens, colorful objects like marbles or glass, votive candles, or branded items like coffee mugs filled with candy.
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Broadcast. Use free social media channels for invitations, updates, and event details.
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Go online. Utilize the internet for online registration and easy event registration fee payments.
