A woman planning to host a large wedding reception/party at her home (200 to 500 guests) emailed me with a couple of questions yesterday. She asked if she should try to plan her own budget and party. I'm glad that she asked. It's a great question.
I'm giving you basic, high-value information packed with years of party planning and catering knowledge.
If you're hosting a small affair, then go ahead - act as your own chef and event planner. Skip the china, glass and tent rentals and buy disposable plates, cups, glasses and cutlery. You could also ask if anyone you know has partyware in large quantities, that you could borrow - keeping you in the zone of your favorite word known as "free".
More about how to save money hosting your own off-premise, catered event here ...
Image source: Carlo At Your Service Productions
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The answer is, yes she should - but then, maybe she shouldn't.
It's a definite yes, if you're fantastic at multitasking. And, if your mind operates like a professional event planner and a professional caterer. But, it can be tricky.
This is where people often get stuck and go wrong - no matter what size of their party. The answer is no, if you think that you might need to hire a professional to bail you out, after you've realized that you've bitten off more than they can chew. Excuse the pun.
This is where people often get stuck and go wrong - no matter what size of their party. The answer is no, if you think that you might need to hire a professional to bail you out, after you've realized that you've bitten off more than they can chew. Excuse the pun.
Here's what happens ... people either go over-budget because they didn't have a solid budget plan in the first place. Or, because they didn't set aside enough money. Or, maybe it's because they don't know how to plan a budget for a party on a large scale. Either way, think about if you're willing to take the risk -because ... just because you think you can pull it off, doesn't mean that you'll be successful. Be smart with your money.
Some members of your friends and family, the ones that are novice party planners, may try to get you to focus on things a certain way for the sole purpose of wanting you to re-create their personal style. It's your party and it should bear your signature stamp, not theirs.
I'm giving you basic, high-value information packed with years of party planning and catering knowledge.
These are some things to think about when planning your party budget.
The primary goal here is to do my best to help you.
You want people to talk about your party.
You want people to talk about your party and tell their friends about it.
These days, because of the accessibility of shopping warehouses and party supply stores, many desire to save money, operating as their own "party planner" or "caterer", or both. Of course, it doesn't always go well. Which reminds me of a story that I was told by a person that was first to hire me.
Just telling me about it - she was pretty angry, just like it happened yesterday. She unfortunately had a bad experience because of her nightmare wedding reception.
She said that her aunt fancied herself as a caterer, and because she wanted to cut her budget, and not wanting to hurt her dear aunts feelings, she consented to let her aunt cater her reception.
She asked her aunt, over and over, if she knew what she was doing. Her aunt continually said that she could handle it and not to worry. Oh, brother! It wasn't pretty. For example, just one thing that went wrong was ...
After standing in their reception line with swollen ankles and with her feet hurting really badly - she and the groom finally sat down to their bridal dinner. Most of the guests had eaten, and the rest of food was gone. But there was no food left for the bride and groom! They ended up eating wedding cake for dinner, and asking the limo driver go through a fast-food restaurant drive-thru. What a shame.
Just telling me about it - she was pretty angry, just like it happened yesterday. She unfortunately had a bad experience because of her nightmare wedding reception.
She said that her aunt fancied herself as a caterer, and because she wanted to cut her budget, and not wanting to hurt her dear aunts feelings, she consented to let her aunt cater her reception.
She asked her aunt, over and over, if she knew what she was doing. Her aunt continually said that she could handle it and not to worry. Oh, brother! It wasn't pretty. For example, just one thing that went wrong was ...
After standing in their reception line with swollen ankles and with her feet hurting really badly - she and the groom finally sat down to their bridal dinner. Most of the guests had eaten, and the rest of food was gone. But there was no food left for the bride and groom! They ended up eating wedding cake for dinner, and asking the limo driver go through a fast-food restaurant drive-thru. What a shame.
There's a big difference between cooking for your family that are attending your holiday dinner, and planning and catering a sizable gala for your friends and family and their guests.
You don't want to be the brunt of any negative stories, so don't take on things that may seem easy - that you've never done before.
You can't invite everyone you've ever met, so you might as well do something spectacular for the the few people that you plan to invite. Give them something wonderful to talk about - something impressive - so, they'll look forward to being an invited guest at one of your parties in the future.
You don't want to be the brunt of any negative stories, so don't take on things that may seem easy - that you've never done before.
You can't invite everyone you've ever met, so you might as well do something spectacular for the the few people that you plan to invite. Give them something wonderful to talk about - something impressive - so, they'll look forward to being an invited guest at one of your parties in the future.
I've alreadly addressed the basics of how to plan a party at home in a previous post. In this particular post I'll stick to telling you what to think about when you as you begin your party-budget basic plan.
People are constantly looking for ways to beat the economy - which is causing many to review their options to entertain at home. Entertaining a large crowd at home is completely doable. That is, if you've got the money and space... And the time and the patience to do it.
One of the simplest ways to save money on a large party is to do what I always try my hardest to do - start planning early. When I get a last minute call from someone who needs my help, I do what I can, when I can, to help them. In the catering business, you have to know how to "roll with it" - that's just the nature of the business, sometimes.
But I promise you , it will save you a lot of money and several mini-headaches (or a big one) if you follow this advice.
But I promise you , it will save you a lot of money and several mini-headaches (or a big one) if you follow this advice.
Something else to think about is ... Many of the party vendors just might cut you a good (if not great) deal if you contact them early. Rental companies are happy to see you when you're booking during their down time, say like - in January, for example.
But, if you put things off and try calling them at the last minute, be prepared to pay top dollar. That is, if they can even accommodate you at all. When they're busy and you're running behind schedule, good luck.
But, if you put things off and try calling them at the last minute, be prepared to pay top dollar. That is, if they can even accommodate you at all. When they're busy and you're running behind schedule, good luck.
Let's get started.
Food and beverages will likely be your largest expenses, no matter what size of a party you plan to have at your home. If your goal is to feed and entertain "the masses", unless you have a mega-house or yard with a lot of space, you may want to rent a tent and hire a professional caterer who specializes in large, off-premise events. When you're planning something special for a large crowd, if you are going to hire a caterer - make sure that you hire one that's both comfortable and accustomed to catering events of this size.
Now is not the time hire an inexperienced caterer that wants or needs to "practice". Be sure you ask an "auditioning" caterer about their food ordering and cooking capacity capabilities, and get proof so that you feel confident about their answers.
Ask to review their resume or bio, and ask if they'll put you in touch with at least one past large event reference for you to check with. Hiring the right professionals, you won't be embarrassed by running out of food or space, so you'll be ensured that your food is the freshest, top quality and they'll provide information so that you'll have plenty of seating and standing room.
Now is not the time hire an inexperienced caterer that wants or needs to "practice". Be sure you ask an "auditioning" caterer about their food ordering and cooking capacity capabilities, and get proof so that you feel confident about their answers.
Ask to review their resume or bio, and ask if they'll put you in touch with at least one past large event reference for you to check with. Hiring the right professionals, you won't be embarrassed by running out of food or space, so you'll be ensured that your food is the freshest, top quality and they'll provide information so that you'll have plenty of seating and standing room.
If you're hosting a small affair, then go ahead - act as your own chef and event planner. Skip the china, glass and tent rentals and buy disposable plates, cups, glasses and cutlery. You could also ask if anyone you know has partyware in large quantities, that you could borrow - keeping you in the zone of your favorite word known as "free".
As I said in a previous post, you can ask your guests to help out by bringing a food item or ingredients for your drinks. No matter what size of your party, of course you'll want everything to run smoothly. So, if you have food and beverages to consider, as well as a varied-timelined event (having several things transpire throughout the course of your party) and that's something that you're not used to, then think about hiring a professional caterer and/or a professional party coordinator, or both. That way, everything will flow smoothly and you won't freak out.
Keep in mind that you'll save at least $300.00 to 400.00, to upwards around $800.00 in room rental fees, unless you produce your party at a friends, family members home or at your own home. Don't spend money on room rental fees unless you have no other options. I suggest that you put that money into the rest of your budget because there's nothing like FREE, that's for sure. And, if you know someone who owns a venue (or banquet facility), try calling-in a favor or making a trade.
There's just so much to consider!
Really good, live entertainment can cost a bundle. Paying musicians and singers is one thing, and depending on the situation - the costs of speakers, amplifyiers and microphones and the power to make it happen can be another thing. Think about seeking out a new band that wants or needs exposure. There's a good chance that the "starving artist" types will charge you very little or nothing, as long as you allow them to eat and drink for free.
"Get it in writing", as they say - meaning: get a signed contract. And, make sure that you read the small print. Dealing with artists ... you'll also want to know exactly how many people they might bring with them. Not knowing could really screw up your food and beverage quantities. New, unknown bands sometimes have a tendency to bring their friends and girlfriends. So, I recommend that you get a list of exactly who's coming, in writing, in advance.
Groups and bands that are known, with a decent following and good reputation, will understand all of this and often have their manager walk you through the paperwork. It's typical to pay a deposit and if they're super famous be prepared to provide things listed on their "rider" (an extra booking clause), if they have one.
"Get it in writing", as they say - meaning: get a signed contract. And, make sure that you read the small print. Dealing with artists ... you'll also want to know exactly how many people they might bring with them. Not knowing could really screw up your food and beverage quantities. New, unknown bands sometimes have a tendency to bring their friends and girlfriends. So, I recommend that you get a list of exactly who's coming, in writing, in advance.
Groups and bands that are known, with a decent following and good reputation, will understand all of this and often have their manager walk you through the paperwork. It's typical to pay a deposit and if they're super famous be prepared to provide things listed on their "rider" (an extra booking clause), if they have one.
Her question:
But is it really necessary that I need to think about all of these things, I'm only inviting 200 people?
My answer:
Yes, I think so. There will be a significant difference in the quality of your party and your guests opinions aferward if you don't, but it's up to you.
Back to your entertainment budget ...
Just like with great musicians, other talented entertainers don't come cheap - but can be worth every dime. At first I thought that hiring a magician seemed kind of hokey, until I auditioned a guy once and was completely blown away.
I won't go into his entire repertoire, but get this ... he sat next to a lady, fully clothed, and had her to chose a card. He placed the card back into the deck, and a split second later - he threw the cards up into the air - and when they'd landed, her card was stuck between his nicely manicured first and second toe. We hired the guy right on the spot!
He was the perfect entertainment choice for an after dinner party for 50 people. He was quick witted and really knew how to work the room. He wasn't intimidated by any of the guests who were shy and a bit apprehensive, luring them right in and getting them to participate. Everyone loved him! He was booked for two parties before the night was over. Talk about choosing the right entertainment!
I won't go into his entire repertoire, but get this ... he sat next to a lady, fully clothed, and had her to chose a card. He placed the card back into the deck, and a split second later - he threw the cards up into the air - and when they'd landed, her card was stuck between his nicely manicured first and second toe. We hired the guy right on the spot!
He was the perfect entertainment choice for an after dinner party for 50 people. He was quick witted and really knew how to work the room. He wasn't intimidated by any of the guests who were shy and a bit apprehensive, luring them right in and getting them to participate. Everyone loved him! He was booked for two parties before the night was over. Talk about choosing the right entertainment!
Another idea would be to hire a hypnotist. If you do, make sure that you have someone video tape the show. You will crack up laughing when you roll the tape back to watch the fat, bald guy struttin' his stuff, doing his chicken walk - because he really thinks he's Mick Jagger, as he gyrates and sings (out of key) ... "Sha-doo-be, shattered, shattered!"
Hypnotists typically don't run cheap, but I tell you what ... it'll be pure comedy! For a smaller party (on the cheap) you could try to get everyone involved in playing a game. Some people are big into playing cards, so this might work out perfectly.
If you're not planning to have a really large party, another idea is to ask every guest to prepare a party trick. It could be fun, watching all of your "perfomers" entertain everyone for free. There's that word again, FREE... You gotta love it!
Hypnotists typically don't run cheap, but I tell you what ... it'll be pure comedy! For a smaller party (on the cheap) you could try to get everyone involved in playing a game. Some people are big into playing cards, so this might work out perfectly.
If you're not planning to have a really large party, another idea is to ask every guest to prepare a party trick. It could be fun, watching all of your "perfomers" entertain everyone for free. There's that word again, FREE... You gotta love it!
If you're comfortable with it - use your connections and borrow as much as you can.
You'll be amazed at who will help you, just ask - so you're not "in it", trying to get everything done alone.
Did you notice the mini-burgers in the picture above? Yes, I almost forgot to tell you this... If you're inviting a lot of people - serve miniature... everything! It will help stretch your food budget.
Did you notice the mini-burgers in the picture above? Yes, I almost forgot to tell you this... If you're inviting a lot of people - serve miniature... everything! It will help stretch your food budget.
Whatever you plan for your special party, early budget planning is always valuable and will provide you with a variety of ways to save money. Whatever you do, have a fun party!
More about how to save money hosting your own off-premise, catered event here ...
Image source: Carlo At Your Service Productions
Other Related Articles:
Peach Cake: It's Better than Peach Cobbler
Throw a Dinner Party
Throw a Dinner Party! - The Recipes
The Best Autumn Harvest Keoke Coffee
Summertime Sangria Punch
Making Sangria with a Twist: Watermelon Sangria
The Best Spiked Punch Recipe Ever!
The "Recession Picnic": Nouveau Haute Hobo
