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Planning a budget-friendly
bash
Leah Gliniewicz
A lame party -- we've all either been to one or (horrors!)
hosted one. A keen eye for budgeting can help make your party planning
easier. This way a raging good time can had by all, even the host.
No matter how big or small your shindig will be, experts
agree: A budget should be at the top of your guest list. Sherri
Foxman, owner of Party411.com of Cleveland warns, "You must have
a budget or you will go overboard."
But remember, a budget doesn't have to limit your
outlook; it can help bring your party into focus. "Think of how
many things you need for a large event: photographer, videographer,
invitations, entertainment, catering, linens, rentals, etc. By making
a budget, doing your homework, you will keep costs down," says Foxman.
Steve Kemble of Steve Kemble Event Design in Dallas
suggests making a line-item budget list of party expenses (such
as food, beverages, flowers and entertainment) as a first step in
party planning.
With your budget in hand, you can begin to plan whom
to invite as well as the party date, atmosphere and location. Once
you know how much you can spend, it will help you set boundaries
on the amount of guests and the type of food, entertainment and
decorations you choose.
Let the party planning begin
Kemble advises that you should plan your invitations
carefully, because they set the mood and let your guests know exactly
what you are trying to achieve. In addition to a proper invitation
list, Foxman reminds that invitations should include a way for people
to R.S.V.P. Additionally, Foxman suggests that when choosing the
date for your party, be sure to allow enough time and make sure
that it doesn't compete with another event.
The time of day you choose for your party can determine
the how much you will need to spend, says Linda West, owner of Melange
Catering in Houston. If your party overlaps with a mealtime, your
food budget could be higher.
"When planning your menu it is important to consider
the following: where you will serve the food, who will serve the
food and what the food will be served in," Kemble states in his
guidelines. If you're considering catering the event, prices can
range from $7.50 per person to $75 per person.
Considering who your guests are will help you decide
on the type of food. The food served at an informal college reunion
will be different from the spread you put out for a formal sit-down
dinner. If you need to hire a caterer, Foxman recommends that you
get references, and pick a caterer that fits within your prepared
budget. "Always come in with a price when hiring a caterer or you'll
overpay," Foxman warns.
The main event
If you're overwhelmed with the details of party planning,
you may want to consult a professional event planner. "Many people
feel uncreative, disorganized and overwhelmed by the thought of
having 200 of their closest friends over for dinner at the Marriott
in honor of Mom's 75th," admits Foxman.
"One needs an event planner when they want to be a
guest at their own party," says Foxman.
Kemble agrees that more and more people are hiring
planners, stating that "outsourcing is huge now in the corporate
market."
Although he has planned huge events like Cirque Du
Soleil's opening night and events honoring both presidents Bush,
Kemble maintains that event planners can help with smaller functions
as well.
"The No. 1 thing we hear is, 'I can't afford an event
planner,' yet this is not necessarily true," Kemble states. "What
people have to remember is that we are volume buyers. With event
planners you are getting wholesale prices."
Foxman says the cost of hiring an event planner varies,
but the standard cost comes out to 20 percent for an event like
bar/bat mitzvahs, weddings or large milestone events. She agrees
with Kemble that a good planner can work with your budget and put
you in touch with the right people to pull off the perfect party.
And, best of all, the planner will make you look good.
"A planner will make sure you forget nothing," Foxman stresses.
A theme scheme
Whether you enlist professional help or you're on
your own, experts recommend developing a theme for your party. "A
successful party is like a theatrical production," says Diane Warner,
author of "Diane Warner's Big Book of Parties." To make the most
impact, the theme must start at the planning stage. "If you can
carry a theme from the invitation to start with," Warner assures,
"it will get the attention of the person."
One popular party option that Warner suggests is a
video scavenger hunt. The groups of guests are sent out with video
cameras and a list of tasks that the host has compiled. The tasks
are left up to the host's imagination -- anything from getting a
person-on-the-street to do the Macarena to finding road kill.
Kemble points out that another hot trend is a Latin/Salsa
themed event. "It's that Ricky Martin thing! Swing was at the top
of the list, but it's fading some," Kemble gushes. Bernie Leiner
owner of Harbor Lights Music and bandleader for Harbor Lights Orchestra
of Ardsley, N.Y., confirms the popularity of Latin and swing music.
Missy Buchanan, a creative lifestyle specialist of
Something to Celebrate in Dallas, teaches seminars and workshops
on building creative confidence. She recommends that hosts think
of how an event can be done differently. When the Dallas Cowboys
didn't make it to the Super Bowl, Buchanan threw a "prescription
for the Super Bowl blues" party with invitations on prescription
stationery and other similar decor.
Another option, adds Warner, is a party progression.
It involves changing venues for each stage of a party. For example,
you could have pre-dinner cocktails standing in one room and dinner
could be served in another room with subdued lighting, and after-dinner
drinks or dessert in another area. Warner says a party progression
can create a sense of anticipation.
A successful party depends on a variety of things
-- the food, the entertainment and whether you've done your homework.
A little creative planning will make your night more enjoyable and
leave a huge impression on your guests.
Frugal tips for a fantastic evening:
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Make a contribution to a local high school band.
Then send that horn-tootin', cymbal-crashin', baton-twirling
band right up through the middle of your event.
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When planning the menu, ask the caterer to design
theme-action station for your event, such as a stir-fry station
or a sushi bar. You are providing excitement and décor
inclusive in your food budget.
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Water parks, sporting events, rodeos and amusement
parks all provide built-in atmosphere and entertainment.
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For a corporate picnic with a minimal food budget,
ask a caterer to provide the entrée and the employees
to provide the side dishes. Encourage employees to submit recipes
for their dishes two weeks prior to the event. Then copy the
recipes and bind them into a simple book for and distribute
a corporate recipe book at the event.
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A local museum may cost you some money to rent,
but don't forget you'll save on decorations since partygoers
will be surrounded by millions of dollars worth of art.
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Consider a jungle-themed event. Contact your local
zoological society. For a contribution, you may be able to get
live elephants for your event. Both the corporation (who receives
recognition from the zoo) and the zoological society (that gets
the funds they need) will be winners.
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In the case that you must have a corporate meeting,
and you have no entertainment budget, contact the human resources
department and organize a departmental talent show.
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Consider a masquerade-themed event. Guests who
arrive in costume provides your event with color, atmosphere
and pizzazz. Encourage the guests to wear masks -- this can
add intrigue to an event.
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A unique idea for a luncheon that needs a spark
can be to clean out your warehouse and pile the tables full
of old décor items such as feathers, lame swatches and
Styrofoam balls. Then let guests build their own centerpieces.
This not only can help your budget, but serves as a great icebreaker
for your event.
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Make a corporate donation to a civic cause. This
is for companies who have low budget, but want to do something
that has a great impact. This is win-win situation for everyone.
What NOT to do at your next party:
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Never cut corners on entertainment.
It can make or break a party.
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Never run out of food or liquor.
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Never leave out details like
air conditioning.
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Never leave guests feeling
uncomfortable -- introduce them.
Stop making excuses: Throw a great party!
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Don't have the time. Answer:
Keep the guestlist small, with a simple and/or casual party.
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Don't have the energy. Answer:
Allow as much time as possible to prepare.
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Don't have the money. Answer:
Care for the guests and your sincerity will come across.
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Don't have a party personality.
Answer: Be sincere, don't try to be someone you're not.
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My home isn't nice enough.
Answer: Have the party outside your home at a beach or park.
Updated: May 16, 2003
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