Plan a memorable event on a budget with these smart tips from the Thrifty Events!
While it is great to plan an event, it can be challenging to keep costs in check. Small things such as venue fees, food, decorations, invitations, entertainment, and more, can quickly add up. Fortunately, making a great event doesn’t require a lot of money.
Thrifty Events is a concept of making wise decisions and investing in things that really count. From festivals in the community and office parties for staff and clients, to a birthday party or wedding, planning ahead can help keep costs in check without sacrificing the celebration.
What is a Thrifty Event?
The objective of thrifty events is to achieve the most out of the budget. It’s not just about saving money. It’s about saving money and waste and spending on enhancing the experience for the guest.
You can opt for a basic venue and then invest a bit more into the quality food for instance. Digital invitations can replace printed cards and simple decorations may be made instead of purchasing items for decoration.
An elegant, comfortable and memorable event doesn’t have to be expensive to plan.
Given the constraints of an event budget, the first thing to do is to establish one.
The first thing to do is to determine the budget you have available to spend. Determine your budget first before making any large purchases or bookings.
Divide the budget into important categories, such as:
Venue
Food and drinks
Decorations
Entertainment
Invitations
Photography
Transportation
Equipment
Extra expenses
Set aside some funds for unforeseen expenses. There might be the need to have extra equipment, extra food, extra supplies, delivery services, or last minute equipment.
It may also help to keep track of all expenses. It can be as simple as a spreadsheet or a notebook. Record the cost that you expect and the cost you actually spend.
Select the best place to play.
A large portion of an event budget can be allocated to the venue. Don’t automatically opt for a high-priced hall or hotel, just look at cheaper options.
This could be a home garden, community centre, public space, school facility, small restaurant, or any other appropriate local venue depending on the event.
Be sure to inquire about what is covered in the rent. Some have tables, chairs, light, or clean-up available. Some of them will be charged at an additional cost.
It is not always the most cost-effective option to find the cheapest venue, as sometimes extras can add up.
Help keep the Guest List Under Control!
This number of guests will influence nearly all aspects of an event. The more people there are the more food, drinks, seating, invitations, space.
Plan guests’ party before making big decisions. Consider whether or not anyone actually needs to be there; don’t let the pressure of everyone needing to be there keep you from not inviting someone.
A smaller event may give a less intense experience. You might have the luxury of focusing more attention and funding on each person instead of distributing it as widely as you could.
Use Simple and Reusable Decorations
Decorations make an event look attractive, but it’s ok if not each corner.
Opt for a straightforward color palette and stick to the spaces that will be most visible to visitors. These can be anywhere from the entrance, food table, main table, stage, or photo area.
Often, more value can be gained from reusable decorations. Simple items such as fabric, lights, artificial flowers, simple signs, and decorative items can have several uses in future events.
DIY decorations is yet another possibility. There are lots of ways to make something personal without spending too much money, such as simple paper designs, table decorations, photo backdrop and handmade signs.
The importance is to make a design clean and uncluttered.
The ideal budget-friendly and high-quality option for food.
Food is a major element of numerous events. A large menu isn’t necessarily a great experience, though.
Opt for a limited selection of dishes and prioritize quality. Less is more with a simple menu and well-prepared food.
Depending on the event, there are various options to consider such as:
Buffet-style service
Family-style meals
Food stations
Seasonal ingredients
Local dishes
A reduced selection of desserts
Limited drink choices
Carefully estimate the number of guests to order food. Excessive portions can lead to wasted food, too few portions can lead to discomfort for guests.
Consider Digital Invitations
If you have many people coming to your party, printed invitations can also be an added expense. Simple alternative for appropriate events: Digital invitations.
You can make a neat invitation and send it out via email or a messaging platform. Digital invitations also help to share updates about the event.
If you are having a formal event that requires print invitations, try to only print the number that you will need.
Research vendors before making any reservations.
Avoid selecting the first vendor that you come across. Shop around for choices.
Compare the price, services, reviews, availability, and contract conditions. Ask if there are any extra fees for delivery, set up, overtime, etc. or for changes.
The cheapest price doesn’t always equal the best value. Think of the whole service, rather than the cost.
Have key agreements documented. This can help prevent misunderstandings in the future.
Create an Event Timeline
Time and money can be saved through good organization!
Make a simple time line of the weeks leading up to the event. You should begin with the most critical elements like budget, date, attendees and venue.
As the day approaches, verify vendors, confirm the menu, decorate and check equipment.
On the day of the event, come early to check out the set up. Have contact information and schedule posted.
A basic timeline will help save on some unneeded spending and last minute decisions.
Determine what you will do on your own; choose one of the three actions.
Self-planning reduces expenses, and it takes effort and time, but it can help lower costs.
Some of the simple things like creating invitations, setting up simple decorations, making signs, small details etc. can be accomplished by yourself.
But for big events, if you attempt to run everything yourself, it can be quite stressful. Think about professional services when the event involves technical equipment, complex food service, large set up or detailed coordination.
This will vary according to budget, time, skills, and size of event.
Make a low-budget event feel special!
A little money doesn’t mean that guests have to have a bad time. Pay attention to comfort and ambiance.
The right lighting creates a welcoming atmosphere in a plain room. Clean tables and neat seating areas can help give the venue a more presentable appearance. Different decorations can be grouped together by having a common theme.
Think most importantly of guests. Provide sufficient seating, readily available food, directions and a comfortable atmosphere.
Often it’s people’s feelings that they remember, not the amount of money that was spent.
Typical Events Mistakes
Planning can go wrong for even careful planners. Some of the most frequent are:
Investing all the money before the budget is allocated.
Forgetting extra fees
Spending more than you have in your budget.
Buying too many decorations
Getting the first vendor comparison, without any booking.
Eating too much food
Leaving important tasks until the last minute
3. Not preparing an emergency budget
These are the pitfalls to circumvent to make planning easier.
Final Thoughts
Don’t take out the fun or the cheapest of the best. It’s about careful planning and spending wisely.
Make a realistic budget, limit the number of attendees, shop around, plan a location and look at the details that will be appreciated by the guests. A simple decorative touch, good food, clear organisation and a positive spirit can make all the difference. Visit for more informtion
A little creativity and careful planning can make a fun event without the strain on your finances.