A realistic budget is the key to a successful event
Whether you are transporting guests or equipment, transportation costs can easily cause your budget to skyrocket. If your vendor is providing the transportation of materials, make sure to confirm with them on the fees associated with transportation. The same applies to your caterer. If you’re using outside catering, the transportation of food and beverage is often associated with extra fees.
When you receive a quote from a vendor, it is important to remember that the estimate does not include taxes. While tax rates vary from vendor to vendor, you can avoid any surprises with taxes by inquiring as to each individual vendor’s rate when you get the estimate. Factor the tax rate into your budget along with the estimate for the most accurate idea of charges.
If your event requires certain service staff like bartenders, valet, or a DJ, gratuities are expected. Gratuity may be built into a contract like it often is for large parties at restaurants, but this isn’t a standard. When in doubt on whether to tip or not, consider whether the person is an outside employee. If they are, it’s best to build gratuity for their services into your budget.
While adequate staffing is an obvious part of any budget, it is important to remember that staff may be needed for more than just the event’s run time. Certain staff members may be needed to assist with the setup or cleanup of the venue, so to avoid overtime pay, factor these hours into their contracts.
Your venue selection can make or break both your budget and the event. Be sure to ask about what amenities the venue offers and which may incur extra costs. If the venue offers multiple rooms or spaces for rent, make sure that what you are renting appropriately fits your event needs. It is essential to ask about catering as well, as every venue has a different list of preferred caterers. Some venues may only offer in-house catering, which may or may not be what you’re looking for, but can definitely spoil the most detailed, planned budget.
Remember to expect the unexpected. Having a safety fund of about 10% of your entire budget is recommended. When you work with bleu Events, we build this percentage into your original budget so that when the unplanned inevitably occurs, you are prepared.