Jan 27, 2014 | Budget Planning, Parties and Special Events, wedding planning
This is the first in a series that I plan to run for the next few weeks. It’s an update of a series I did a number of years ago about how to plan your next event without breaking the bank. Today is an overview on the topic. I’ll follow it with posts about location, catering, beverages, etc.
Even on a budget, you can have a lovely celebration. Photo by Magical Moments Photography.
Even on a budget you can have the event you want. It requires some extra work and maybe a few compromises, but you can still get married or have a bar mitzvah or throw the party for your parents’ anniversary and have a real celebration. Working on a budget is something I do a lot, so I’d like to share some of my insights with you.
The first thing is to have an actual budget. This is sometimes an item that people put off, but I urge you to come up with a realistic budget as early in the planning process as you can. It will help to guide your choices as you plan your event. The main reason for procrastination, I think, is the simple fact that many people do not know how to go about preparing a budget. Here is my method:
Start with the total amount of money you are able to spend on the event. Be realistic about your ability to spend, including any contributions others have committed to making. It is not worthwhile to spend more on any event than you have. Unless your circumstances are unusual, it is not generally a good idea to go into debt for a wedding or other celebration. I also do not recommend spending everything you have for one day’s celebration.
Next, list all the things you intend to spend money on. Include everything you think you might need, and add a “just in case” category. For a wedding, your list might include, for example, ceremony venue, reception venue, catering, photographer, cake, flowers, invitations, day-of coordinator, officiant, and decorations. Once you have a full list of budget items, make a list or spreadsheet with them.
Now comes the hard part: Fill in a number next to each category and make sure the total does not exceed your total budget number. (Computer spreadsheet programs such as Excel make this job much easier.) But how do you know what number to put there? You will have to do some research. Talk to vendors and other professionals (such as an event planner). Poke around online to get a range of prices. Make a few phone calls. Decide what things you can do yourself to save money and what things will require professional services. For example, you might make place cards and table numbers yourself at minimal cost, if you have the time. (You can take a look at my DIY wedding series for ideas on what to do yourself–and what not to do.)
Finally, if your cost estimate exceeds your resources, you will have to find places to cut. You may have to reconsider how you define what you need and remove some categories, or you might have to make do with smaller quantities or lesser quality on some things. You can also consider cutting the guest list. These decisions are not easy, but keep in mind that the most important thing about any celebration is not how opulent it looks but what happens between the people. If it’s a wedding, getting married is the most important thing that will happen. If it is an anniversary or birthday party, the important thing is to honor the ones who have reached a milestone. If you can manage a lavish entertainment in addition, consider it a bonus.
Jan 6, 2014 | Parties and Special Events, Style, wedding planning
Most events don't require a designer to be beautiful. Photo by Peter Coombs.
When searching for an event, party, or wedding planner, you might find some individuals or firms who come up in the search but are primarily event designers. So, what’s the difference? I had a conversation with an event designer recently about this subject and this is what we came up with:
This event designer said that her specialty was solely designing and creating event decor. Her website also said “event planning,” but she told me that she does not handle scheduling or logistics for events. For those services, she recommends that her clients hire an event planner.
An event planner may also offer design services, but it’s pretty rare that someone has large-scale artistic event design and implementation skills and also has event planner skills. Except for elaborate or large events, most events do not need a designer, but most do need a planner. What are those event planner skills that a designer may lack?
An event planner should be able to envision your entire event from start to finish. She or he should be able to spot problems in the planning stage and solve them before they become real. A planner should have a good grasp of scheduling and spatial layout, with great attention to detail. A planner knows where to get things you need and can recommend other professionals. Finally, the skill you want most in a planner is a calm head on the day of your event so that the unexpected is dealt with swiftly and with good judgment.
Some events require a planner. Some require a designer. And some really need both. It’s important to know what you need–and what you are getting–when you hire professionals to help you with your event.
Dec 17, 2012 | DIY, Family Parties, Parties and Special Events, wedding planning
The homemade sweet table can be both pretty and tasty.
Here’s another good DIY idea: Dessert! While I strongly recommend that you do not cater your own wedding, dessert is a completely different matter for doing it yourself. Better yet, get other people to do it for you.
I’m not talking here about making your own wedding cake. While I’ve seen cakes made by talented friends and family members, that’s a job that is probably best left to professionals. I’m talking about sweet tables.
We all know people who make fabulous cookies or pies or cupcakes. You can take advantage of this by asking people–instead of bringing gifts–to bake for your wedding reception.
DIY sweet tables, like all DIY projects, do require a little more advance planning and coordination. You’ll need to ask people to bake enough in advance that they will have time. Your caterer will need to be alerted to the DIY nature of dessert. People who bake will need to drop off their baked goods at a specified time. (Your coordinator and caterer will help determine the right time.) You’ll probably want to coordinate your bakers so that you have some variety. And you’ll have to be sure the quantity is sufficient.
If you feel like you can handle all these things, the DIY sweet table is definitely an option. It might not be as fancy as a sweet table from a bakery, but it can save money and be a way to have your friends and family closely involved with your reception.
Dec 10, 2012 | Parties and Special Events, vendors, wedding planning
A photo by Howard Kier of Magical Moments Photography.
I think there are more wedding photographers in the Chicago area than any other type of wedding vendor. One that stands out from the crowd in my book is Howard Kier of Magical Moments.
I’ve worked with Howard more than once and have been quite satisfied with the experience and with the results of his work. His photographic style is straightforward and unpretentious. His working style is easygoing and fun. You can see some of his work in my photo galleries.
Apr 22, 2011 | Eco-Friendly Events, Parties and Special Events, wedding planning, Weddings
Wildflower seed paper hearts in a clay pot make great eco-friendly wedding favors. Photo courtesy of christytylerphotography.com.
Today is Earth Day. If you’re planning a wedding or other event this summer, what can you do to honor the earth at your event? Here’s a short list of things you can think about:
- Transportation
- Location
- Food and Drink
- Clothing and jewelry
- Gifts
- Decorations
- Invitations and other paper goods
No one is expected to have a perfectly green event, but every little thing you do helps. If your invitations and menus are printed on 100% post-consumer recycled paper, it helps. If you can have your wedding, reception, and hotel for guests close together, it helps.
For a long list of green event planning tips, be sure to see my Eco Friendly Celebrations page. I like to do whatever I can to help people celebrate Earth Day every day.
Apr 5, 2011 | Eco-Friendly Events, Family Parties, Other Events, Parties and Special Events, vendors, wedding planning, Weddings
Rickshaw Rick, as he appears on his website.
Do you want something a little different for your next celebration? Try hiring a bicycle rickshaw to take you from place to place. Having a wedding at church and the reception down the road? You could have unusual and memorable transportation.
Rick Carter of Rickshaw Rick provides a service that is, I think, unique. He has several styles of bicycle rickshaw and a number of drivers, so he can accommodate large or small parties. There are covered cabs and open ones; colorful ones and wicker ones. And they are all powered exclusively by pedal power. Now, there’s an eco-friendly option to consider for your next party!
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