Staying on budget
Photograph is from The Shalom Imaginative
Planning a wedding or special event can be exciting, but keeping costs in check is a challenge many people face. With thoughtful planning and strategic choices, though, you can throw a beautiful event without overspending. Here are some tried-and-true tips for staying on budget without sacrificing style or quality.
1. Set a Realistic Budget from the Start
The first step in planning a budget-friendly event is establishing a realistic budget that reflects your financial capabilities and your event’s scope. Start by listing all possible expenses and assigning an estimated cost to each. This will give you an overall picture of how much you can spend and help guide your choices moving forward.
Pro Tip: Always set aside about 10-15% of your budget for unexpected expenses. Things may come up, from last-minute decor needs to extra transportation, and this buffer will help you stay on track.
2. Prioritize What Matters Most
Identify the areas where you’re willing to splurge and areas where you can cut back. For a wedding, for instance, you might want to invest in a great photographer but spend less on flowers or favors. For other events, prioritize items or services that will make the biggest impact on your guests or mean the most to you.
Pro Tip: Think about what your guests will remember most. Often, it’s the food, music, and ambiance that leave a lasting impression.
3. DIY Where You Can
DIY elements can add a personal touch and save money. From centerpieces to invitations, there are plenty of ways to get creative. There are countless tutorials and resources online to guide you through making your own decor or crafting custom favors. Just make sure to give yourself plenty of time, as DIY projects can sometimes take longer than expected.
Pro Tip: Don’t try to DIY everything! Focus on a few manageable projects that can be done well without overwhelming yourself. Overcommitting can lead to stress and rushed results.
4. Choose an Off-Peak Date or Time
Venues and vendors often have higher rates during peak seasons and weekends. If possible, consider holding your event during the off-season or on a weekday. Many vendors offer discounts for non-traditional days, which can help save significantly on costs without impacting the quality of your event.
Pro Tip: Morning and afternoon events can be cheaper than evening events, and you might also save on catering and alcohol costs.
5. Be Smart with Your Venue
The venue often takes a big chunk of the budget, so choosing wisely can make a big difference. Outdoor venues, community halls, or unique spaces like art galleries can be less expensive than traditional banquet halls. If you have a friend or family member with a beautiful backyard, consider asking if they would host.
Pro Tip: When touring venues, ask about what’s included. Some may provide tables, chairs, and linens, while others may charge extra for these essentials.
6. Limit the Guest List
It can be tough to trim down the guest list, but each additional guest adds costs for food, seating, and more. Aim to invite only close friends and family who will truly be part of the celebration. Not only will this make the event more intimate, but it also helps keep expenses in check.
Pro Tip: For larger families, consider having an “adults-only” policy if feasible. This can also significantly reduce catering and seating costs.
7. Partner with an Event Rental Company
Renting items like tables, chairs, decor, and even specialty pieces can often be more affordable than buying them, especially for one-time use. Event rental companies like BG Event Rentals offer a wide range of options, so you can find the pieces you need without going over budget. Plus, rentals help minimize waste, which is a win for both your wallet and the environment.
Pro Tip: Plan to check back with your rental company regularly, as they often expand their inventory, offering fresh and unique items that could be perfect for your theme.
8. Avoid Last-Minute Changes
Making last-minute changes can lead to extra fees from vendors, who often have policies around adjusting orders close to the event date. Try to make all final decisions well in advance, especially for catering and decor. This will not only keep you on budget but will also reduce stress as the event day approaches.
Pro Tip: Keep a running list of “decided” items and check them off once confirmed. This way, you won’t be tempted to make last-minute tweaks that could blow the budget.
9. Consider a Cash Bar or Limited Drink Options
Alcohol can be a major cost at events. Rather than offering an open bar, consider having a cash bar or limiting drink options to wine, beer, and one signature cocktail. This can drastically cut down on bar costs while still allowing your guests to enjoy themselves.
Pro Tip: Work with your caterer or bar service to negotiate a “pay-per-consumption” plan instead of an open bar, so you only pay for what’s actually used.
10. Track Every Expense
Lastly, keep track of every expense to avoid unpleasant surprises. A simple spreadsheet can be an invaluable tool to monitor all costs. Update it regularly, and review it frequently to ensure you’re staying on budget. Adjust spending in one area if another goes over budget, and you’ll keep everything in balance.
Pro Tip: Set up notifications for any budget adjustments or payments due to vendors to avoid accidental overspending.
11. Focus on What’s Meaningful to You
It’s easy to feel pressure to impress others with elaborate decor, fancy venues, or extravagant extras. But remember, this day is about you and celebrating your joy—not about meeting others' expectations. Make choices that reflect your personality, style, and preferences. The people who matter will appreciate the day no matter how it’s decorated or catered. Prioritize what feels special and meaningful to you rather than what might look good on social media or wow your guests.
Pro Tip: Keep a personal reminder throughout the planning process: it’s your day. This can be a grounding mantra when making decisions, helping you stay true to your vision and your budget.
Final Thoughts
Throwing a beautiful, memorable wedding or event without going over budget is achievable. With smart choices, creativity, and some flexibility, you can keep costs down while delivering an experience your guests will love. And remember, the most important part of any celebration is the people and the memories you make together.