One of the main issues in Orlando event planning is staying within the budget you are given. This can make setting up events difficult for multiple reasons. It’s nearly impossible to stay away from extravagant concepts, entertaining options, or ideas when they land outside your limited budget. Following all the proper procedures and budget guidelines can still cause you to go over what you intended to pay because costs often pop up unexpectedly, without any warning.
- Preparations: Make absolute certain you know how much the budget is. Ballpark estimates are not helpful to you at all. Receive a solid budget total and use it wisely. Once that’s acquired, begin the planning process instantly. Finding venues and vendors is vital. That’s why starting your planning early is helpful because you are given various places to choose from early in your search. This prevents any possibilities of having to settle for a place not within your budget.
- Ask Around for Talent: Do you know anyone in who is talented with a camera? Is there anyone you know that can cater or has a band? You can even ask within your business if someone has any talents hidden away that would be useful at your event. Using people you know at your event may benefit you because these people are more likely to give you a price break.
- Know all Expenses: Keep records of all expenses in your Orlando event planning. Look over every proposal and contract after the budget is confirmed.
- Follow up With any Sponsors: Send proposals to your sponsors early. Be prepared with knowing the ROI (Return on Investment) when following up. Making a unique pitch for your sponsors shows them you’ve studied up and know what’s important to their business.
- Write Down all Important Information: It isn’t wise to assume something will get done unless that it has been agreed upon with your contract. Unexpected costs are likely to occur when it’s assumed vendors will do something that wasn’t already agreed upon in the contract. If something doesn’t sound right, don’t be afraid to ask for an explanation.
- Plan for the Unexpected: Many things are unpredictable when planning an event. Therefore, it’s wise to keep a small percentage of your assigned budget to the side in case of emergency extra costs.
- Avoid Using Paper: Sending invitations or printing event programs is outdated. They are annoying to make and add unnecessary expenses to your budget. Send the information online or use an event app people can have on their phone. Everything is right there for the people being invited, and their phones are always with them.
Don’t let any size budget intimidate you. There’s always a way to get the event you want done right for your business. If you need help with any Orlando event planning difficulties you’ve experienced, call Fun Planners at (866) 511-4FUN. We offer the skills and expertise in corporate event planning.
