How to save money on your event
How to save money on your event or wedding. We all want the best for the least amount of bang so here's some things to pay attention to.
Fully furnished Locations Choose a fully equipped space. The less you have to rent, the better. Many restaurants and clubs will supply tables, chairs, linens and most party ware. You'd be surprised how quickly these items and delivery all add up. Single setting for Ceremony & Reception Hold the ceremony and reception at the same site. You'll pay one rental fee and bypass transportation costs. If the site does not have separate rooms for the ceremony and reception you may incur extra labor costs for the "turning" of the room, however it will be a lot less expensive then the rental of two locations.. Dates & Times of year to book your event or wedding for Book off-season (like February), off-hours (like morning) or off-days (like Monday-Thursday). Or have your Saturday reception at a restaurant that's closed on weekends. Business-district locales often offer reduced rates for weddings held on their off-nights. Mid morning or mid after noon receptions are easier on the pocket book as well, where you can serve appetizers or Mini meals i.e. host a brunch, luncheon, cocktail party, or full tea reception, which will cost less than dinner and full dance.
Seek out perks where you can. It never hurts to ask. Host your wedding in a hotel ballroom and you could be eligible for discounted room rates for your guests, free airport shuttle service and even a free honeymoon suite.
Built-in beauty of your location. In most cases working with what is at the location is the best alternative. Sometimes you need to bring your vision to another location with decor options, however, its less expensive to hold your reception in a decorative locale. Perhaps a roof pool with a wrought-iron fence and amazing view may supply all the grandeur you need, while a forest in autumn, ablaze in golden leaves, cuts flower costs.
Think outside the box. Sites that don't specialize in weddings but host a variety of events may have a lower per-guest cost such as a VFW (you do have to know someone who is a member). Consider an aquarium, lighthouse, jazz club or bed-and-breakfast or a lodge. Perhaps a large mountain weekly rental home would fit your needs as well as give you a location for your honeymoon. You may need to consider the bathroom situation if you're going to have more then a few guests.
Hidden fees; yes they can be everywhere Beware of outdoor locations that charge site fees or require special permits. Botanical gardens, for example, can charge up to $10,000 in grounds fees. Also there can be cake cutting fees & corkage fees on liquor costs.
Great outdoors Rent a pole tent. With sweeping, peaked roofs, these tents are the most classic option, and the most affordable. Depending upon the size & In most locations, you will need a professional to set up & take down the tent. You should also consider the time of year. In Colorado as we all know, if you don't like the weather wait 5 min's and maybe you'll like what comes next. It's always a good idea to have sides, if it is really nice, you can always pull the sides back & tie them. However, if & when the weather changes, being able to close them is great. In rare instances, it may leak, a professional coordinator can be hired to handle these types of situations.
Simple chic Choose plain plastic tenting over pricier chiffon or silk. Its not as pretty in person, but is less expensive then the fabric costs, rentals & labor. Also using centerpieces that can be re-used as perhaps bridal party gifts or parent gifts is always a good way to save funds.
Members only Check into professional and social memberships. Members of golf clubs or alumni associations, for example, may be eligible for substantial discounts.
Intimate options Consider cutting the guest list. When you add everything up, including food, liquor costs & the price of your centerpieces, you can be paying up to $300 per person. Cutting a few people can save you substantially. Its tough to deal with hurt feelings, but you can always throw an amazing anniversary party a few years down the road. You can always consider renting out space at a smaller hotel or restaurant. For example, a smaller venue or off the beaten path venue may have a lovely private room that costs much less than space at a mega-hot spot.
What to include in your contracts
State the date, time and head count of the reception.
Note the name of the person in charge of your event, in most cases, you will want to spring for a coordinator to handle all the details. This includes the scheduling on when to arrive for set up, when vendors should arrive. It is much less stressful on you & your families if you have someone in charge of all of the details so you can have fun and don't have more items to add to your stress level on the day of. You don't want to have horror stories like I've heard such as the DJ arriving at the reception venue 3 hours before the ceremony started at the church and leaving 3 hours before the reception ended. Or that the florist got lost because the details of where to be and when were left out of the contract & no time line was prepared. You don't want vendors calling you lost on the day of while you're trying to get ready to walk down the aisle. You especially do not want there to be a shortage of food or beverage for your guests because the caterer wasn't contacted with the final head count. Instead make your last couple weeks and the day of your wedding enjoyable for you and your families by hiring a professional coordinator to handle all of the final details who will ensure that all of your directions and envisioned details happen as expected. Call Jennifer Lane Events in Denver and have piece of mind. Create a repercussions clause (such as a partial refund) in case of venue snags, such as a broken air conditioner or double booking of a room for the same time & place. Yes it can happen if details are not firmed up early. Note the agreed-upon price and what the fee covers. This should be in your contract, have your professional planner & coordinator check to be sure that it is covered. Create a payment schedule listing the exact due dates of the security deposit and balance. Make sure the cancellation and postponement policy are included. Note whether you will be refunded your deposit if you don't stick to the contracted date. Get the gratuity amount in writing if it is not included in the overall estimate. Note overtime fees. Detail any rules regarding decorations, food, beverages and noise levels, as well as fines for transgression of such rules. Several locations will not allow lit candles or confetti. Using them will forfeit your deposits.