We all have an event budget to work to, whatever we are doing, and live events are certainly no different. Of course, different clients have different budgets, depending upon the size and profile of the event For event professionals, the larger the budget, the more you can go to town! However, the opposite also applies here, and so if your budget is tight from the very outset, then every penny will count.
Here are, therefore, our 5 ways to stretch your event budget, which will hopefully save you lots of money – and stress – as you move through your event planning process.
This might seem super-obvious, but only hire what you need to hire. Of course, numbers fluctuate on a regular basis in the lead up to your event, but from past experience or by your confirmed RSVP list, you will have a decent idea of the number of visitors you can expect at your event.
When it comes to chair hire, this is fairly self-explanatory, as is table hire for the chairs to fit around for your banqueting event, for instance. For other items of furniture hire, however, this is more tricky. What we would say, of course, is that not only do you not want to over-order, but also you don’t want to under-order.
Make sure that there is enough furniture to cater for all your guests. OK, if there is a stack of chairs behind the scenes that isn’t being used, then so be it – you’ll rest more easy knowing that those chairs are there if required, rather than scratching around trying to find chairs that won’t match from around your venue. In essence, there is a fine line between over-ordering, under-ordering and getting it bang on. Experience counts for a lot here, and many seasoned event professionals seem to have this down to a fine art, most of the time!
Again, this might sound obvious from a service point of view, but it’s also imperative from a financial point of view as far as your event budget is concerned. Put simply, if you use an equipment rental company that is miles away, then there is a high chance that you will end paying an astronomical amount when it comes to transport charges to and from your event venue.
The closer you are to your hire company, the more affordable the transport rates will be, as rates are normally based on fuel and labour requirements. To stretch your event budget, therefore, make sure you deal locally to minimise your transport charges! The great thing about Event Hire UK is that we operate a network of regional distribution hubs around the country, offering you all the benefits of working with a national hire company but on a ‘local’ level.
It’s not always the case, but if you order early, you have more chance of being able to negotiate a discount if you place your order early. Of course, if your event is in the peak summer season, then the reality is that there’s not going to be a huge chance of a discount, but it’s always worth a try, especially if you are talking big volumes of furniture hire, catering equipment hire or tableware hire, for instance.
As we’ve said previously, every penny counts when you are working to an event budget. Let’s work together to help bring in your event on, or – better still – below budget.
As well as ordering early to try to get a discount, by using a regular, preferred supplier such as Event Hire UK, for instance, trade customers will occasionally be offered a trade account, which may also include a small discount to encourage repeat orders.
Event professionals who have been in the industry for a while will have their own ‘little black book’ of contacts on whom they can count when the going gets tough. Forge those relationships, pay the hire company a visit and negotiate your rate – all this will help you to stretch your event budget!
Here at Event Hire UK, we’re big advocates of furnishing outdoor spaces in a stylish and professional manner and, by doing this, you might also be able to stretch your event budget.
How? Well, for outdoor hospitality spaces, you can use bulkier furniture such as hardwood benches, patio tables and outdoor rattan furniture hire sets, for instance, which for the prices they are charged at, represent excellent value for money. Outdoor furniture hire is well worth consideration for your event. See your outdoor spaces as a natural extension of your indoor spaces, and don’t just pay lip service to them.
In essence, we all have an event budget to stick to, and so any way you can stretch your event budget is going to be beneficial for you. Hopefully, this information will save you some money when the time comes.
Don’t hesitate to browse our website and place your secure order online 24/7, safe in the knowledge that you are putting your faith in the hands of the experts!
