Tips to Control Costs on your Next Company Event

A friend refers to me as the “Budget Baller” and I take that title seriously ;-)  So here are a couple tips for saving money on your next company event.

Opt for platters – Food will take up a majority of your budget.  It’s not unheard of to spend upwards of $10,000 on food for a nice event.  Check with your venue to see if you can provide your own catering.  Many grocery stores and restaurants have platter options which can save you hundreds.  Although you’ll loose some of the elegance of individually served food, the self-serve option allows for better quality products on a tight budget.

Choose venues wisely – If you can’t provide your own catering, ask about terms.  Some venues will waive or reduce the room rental fee when you buy their catering.  Also check into city owned recreational areas, educational facilities or non-profit meeting spaces for discounted rental rates.  Not only will you score a great price on a space for your event but you can help support your community.

Drink tickets – Alcohol can definitely put a big dent in your budget. To help control costs, select a couple of house wines and beers and have the rest as a “cash bar.” I’m a big believer in drink tickets as well.  Normally 2 drinks are a nice gesture and does not allow guests to get too crazy.  Nothing is more embarrassing for you or them, then being drunk in public.  Also by limiting the number of free drinks, guests will be less likely to be wasteful.  I’ve seen many times that an open bar will result in some taking a couple sips of a drink and then wasting the rest.  At $5-$10 a pop, that adds up fast!

Craft when possible – Making your own centerpieces, signage, and other décor can give your event a custom look without the custom price.  If you’re not particularly crafty, there’s bound to be someone on your staff who is.  Recruit employees for a day of crafting with free lunch.  It’s great for team building and they’ll take pride in knowing they were a part of the event.

Planning an Amazing Holiday Shindig!

Sometimes wearing the marketing “hat” means that you will do a lot more then marketing.  In many of my positions I have found myself doubling as a party planner.  No complaints here!  I love putting together morale boosting events, especially the annual holiday party.  It doesn’t matter what your budget may be, anyone can put on a fun-filled event with a little creativity.  Here are my Top 7 Tips in Planning an Amazing Holiday Shindig. 

Establish a budget – This might be out of your control, but knowing what you have to work with is important.  Although you operate on a tight budget, no budget only works with fairy dust.  Knowing your numbers will help guide you in terms of venue, food selection, and entertainment.  There are ways to cut corners with these fundamentals allowing you more wiggle room for décor and gifts.

Have a theme – You don’t have to go with the most popular of themes like Luau, Casino or Mardi Gras.  Unexpected is interesting and will keep your guests chatting.  The main purpose of a theme is to give you focus and structure. 

Other popular theme parties include: Fifties, Paris, Fairytale, Beach, Western and Hollywood.

Start planning early – Especially during the holidays, venue reservations fill up, gifts go on backorder and entertainers are booked.  I start thinking about our holiday party at least three months in advance.  Creativity doesn’t always happen on schedule, so by giving yourself plenty of time, it will be easier to let the ideas come naturally then trying to force them for a last minute crunch.  Also be sure to communicate with vendors at least a month before your event to ensure everything is confirmed and there are no questions.  Your week before will be busy and there will be little time to fix any last minute issues.

Research – There are tons of event planning websites and blogs at your fingertips.  Use to web to get inspiration and then customize to fit your team and your budget.  Google images are also helpful to find décor samples.

Have an agenda – Map out a clear action plan for your event.  Consult with your caterer and entertainment on their needs so you can plan accordingly. Keeping to an agenda will help your party run smoothly and to create a pre-function checklist.

Provide icebreakers – I would say this is the key to having a lively party.  I remember the worst party I ever went to. I walked into a room with 50 people I didn’t know.  There were no introductions, no one tried to strike up a conversation or even ask my name. It was completely awkward.  By providing ways for your guests to interact, you take away some of the discomfort of being bombarded by a room of new faces and encourage people to mingle.

Treat all guests as equals – Along with providing icebreakers, if you have spouses attending, get them involved just as much as the employees.  A guest once told me that they felt more welcome at our company party, then their own.  I took it as a great compliment.  Encourage your staff to welcome guests, provide spouses with little trinkets and by all means, let them join in on the activities.  If your party is remembered as the one everyone enjoyed, then your attendance will improve in years to come.

Trick to Being A Good Mentor

As I’ve written before, I’m a big believer in mentoring.  It astonishes me how today’s youth with access to the world-wide web, lack the most basic of skills.  The only way to bridge that gap is by sharing experiences, giving advice, and by setting the stage as someone who will truly be supportive and encouraging.

Although sometimes it’s hard to offer help to a generation that may think they already know it all.  I sometimes giggle at the fact that my niece and nephew educate me on how well they know so much about nothing.  Thinking back, I believe I was the same way, resistant to my elders.  It wasn’t until I met a woman who I had the utmost respect for, someone I wanted to be just like.  It was then that I started to listen.

So I guess the trick to being a great mentor is by just being someone others can look up to and who others will strive to be.  In that, giving advice will be much more accepted.  You can do good for others by doing good for yourself.