It's no secret that organising an event or celebration requires not only a lot of time and effort, but also a lot of money. There are several ways to calculate the budget for an event - each organiser chooses the one that suits them best. One can think of calculating the event budget per person - how much will be spent per participant or guest, or calculating the total costs that are incurred when planning the event. While both are excellent, it should be borne in mind that if not enough attention is paid to the planning process itself, the costs will be extremely high. To avoid this, in this article we will discuss how to optimise and save money when choosing the venue, equipment, entertainment and more.
Choose the right venue
The first place to start is to choose a venue. It is often a large part of the cost, so it is very important to find a venue that fits your needs and budget. Make sure that the venue can accommodate the desired number of participants or guests, so that all of them can move freely and the space is not overcrowded. The day and time of the event should also be considered to optimise costs. Weekend rentals are often more expensive than weekday rentals, so if you want to save money, choose weekdays. Finally, don't forget that the cost of the venue may not include additional fees such as decor, catering, security, cleaning or other charges. Therefore, ask about them in advance so that you can better plan for future costs.
Renting or buying equipment - which to choose?
Whatever the event you are organising - birthday, wedding, christening or concert - you will most likely need equipment to suit it, from the stage you are building to lighting solutions or tables and chairs. You certainly don't have to buy these items to take care of them, but it is much more cost-effective to rent them. By hiring the equipment, you will avoid the high costs associated with buying it. This equipment is often only used once or a few times, which means that it will not really pay for itself if you buy it. Hiring also gives you more flexibility, as needs can change when organising multiple events. By hiring equipment, you can tailor it to the specific requirements of the event and thus make the most of the vision you have. If you are interested, the Nuoma.Renginiopartneris.lt website offers a wide range of tents, tables, chairs, stages, light garlands and other equipment, so it's easy for everyone to choose what they want to rent.
Entertainment planning - set a budget
Entertainment is an integral part of events and celebrations. However, if you want to stay within your budget, it is important to plan it carefully. For smaller gatherings, simpler, low-cost entertainment such as background music, a DJ, a host or outdoor games is often enough. Meanwhile, for larger events where you want to attract a larger audience, live music performers are recommended. Of course, well-known performers are often paid very high fees, so if you want to save money, look for new, undiscovered talent who can give a high quality performance at a fairly reasonable price.
Don't forget food and drink costs
Finally, if you want to cater for your guests or participants at a party or event, bear in mind that this is a significant part of the cost. To calculate this, you should have a clear idea of the number of people and the type of catering you want to provide. Buffets are often a more cost-effective option than three-course dinners, as they require far fewer staff to serve them. In regards to drinks, there are several options: an open bar or a set maximum number of drinks per person. Which of these options you choose depends on your preferences and budget. Naturally, an open bar will cost more, but it will also allow guests to relax more. Another popular option for city events, concerts or other events are food carts from which people can buy their own food and drinks. This is a very good solution if the number of participants is very high and there is no budget for catering.