We should always aim to bring an event in on budge but sometimes the budget is more important than others.
There are times when we are trying to plan an event on a shoestring.
No cost over run is acceptable and we have to make every cent count.
The first priority is to work out a careful time chart and budget.
Keeping your event planning on target for time is a vital part of keeping it on budget.
If your time schedule goes off course then so will your budget.
Draw up a time chart at the very beginning of the project.
Create a time line for each task or area of work that must be carried out before the event can go ahead.
That way you will establish what must be done first.
Some tasks can only be done when others have been completed.
Alongside that draw up a budget.
A spreadsheet is all that you need.
Each of the tasks you put on the time chart will have its own column on the spread sheet.
As the work is done and bills are paid you will keep check on both cost and time.
There is no need to use expensive software for either of these.
There are plenty of time chart templates available on the internet and if you do not already have a spreadsheet in your regular soft ware package then you can find freeware online.
These two tools are really valuable for anyone who is planning an event.
It is worth spending a little time getting to know how they work.
If you are trying to plan your event on a shoestring then you will not want to employ other people.
Hiring professionals will immediately push up your costs.
You are paying for their skill and expertise.
If you want an event on the cheap you have reproduce their professionalism for yourself.
It will be a steep learning curve but very rewarding when the event goes well.
Spend sometime researching the kind of event you want to plan.
See what other people have done.
If this is a company event then look at corporate websites and get some ideas from the events that other companies have organized.
Even if you are planning a personal event there may be some good ideas to be gleaned from this source.
Try to draw in as much expertise for free as you possibly can friends and family.
Perhaps you are organizing an event for a charity.
If so then tell people about the cause the charity serves.
They may be eager to help.
There are many senior citizens who have a wealth of skills and would be only too willing to lend a hand in a good cause.
They may have been waiting for someone to ask them.
If you are planning a family event on a shoestring then this may be an opportunity to draw on the wider family network.
There may be cousins you have not seen for years who would love to help organize an event for a grandparent.
It is a shame when families only get to meet up at funerals.
You may start the habit of big family renunions when you plan your event on a shoestring and call on the whole family network to help.
Catering companies can be very expensive.
So if you are planning an event on a tight budget then this is one of the main areas where you can save money.
Do the cooking yourself or divide it up among your helpers.
Either way prepare a menu and shopping list.
You will need to source your ingredients from the most economical suppliers.
Buying in bulk often comes cheaper so planning the menu really pays off here.
If this is a very large event and you approach wholesalers they may be willing to give you a discount.
Some suppliers may be willing to make donations to a charitable event.
Check which companies contribute to charities in your locality.
When it comes to plates, glasses and cutlery then borrow as much as you can.
Approach local organizations that regularly have their own events.
They may be willing to lend their equipment to you.
Advertising is a vital of many planning events.
Watch your budget carefully here.
Producing flyers and running adverts in the press can soon run away with money.
Make use of the internet.
It will represent a real saving when you are planning an event on a shoestring.