Planning Budget for the Events
Event either big or small, before conducting any event one must plan and organize the budget given by the client. Budget helps to plan your resources according to the need of event. It should be simple and realistic not a complex one.
Expanses of the event get approved before starting to conduct event is appropriate manner. The tone of budget planning is basically determined by the client, it important to discuss with client about the money or expanses. Client must be on board with the progress about the budget you are making. Flexibility in budget is important so that if you have to do some ad hoc arrangement on to request of the client, you can do it easily.
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After meeting with client you must do paper work before going to plan budget. Start from some excel sheet and write all domains that you have to cover in the arrangements.
And of course event planner fees should be included in it. Event planner can ask his fees directly or can be commission as well depending upon the profit earned. If you have a big budget then profit level will be high. But having small budget you have to cut few things from you list. Even with a small budget guests should be impressed after attending event. That would be identification of good event planner that can plan event in low cost as well.
Main cost classifications involved in event management budget are inviting guests, venue selection, reception and parking, sitting arrangement, decoration, food catering, audio visual argument.
Inviting guest expanses:
Inviting guest involves printing of cards, badges and booklet for the guests. Must have telephone numbers of guests to encounter checking after sending invitation. Expanses involved in pick and drop service should be kept in mind.Venue selection expanses:
Venue should be easily accessible and popular local hot spot of the town. Sufficient space for the numbers of invites with preferable ability to accommodate additional guests is top priority. Availability of first aid, security and fire issues must be inbuilt feature of the venue without any effect on the cost of budget.Reception and parking arrangement expanses
: The place of parking should be well organized for the guest. Fees for valet should be included in budget for the convenience of the guests.Sitting arrangement:
Good expanses to be made on the sitting arrangements for the ease and comfort of guests.Decoration and catering expanses:
Catchy decoration arrangements for the coming guests and food catering are always being at top priority while making event budget.Audio video expanses:
Audio and video expanses can be in included in the budget according to the needs of the client. Audio video expanses depend upon the type of the event you are organizing. Like if it is a concert you must need much cost for it and if it is small event like meeting, dinner or any seminar expanses will be low.You have to summarize all the above categories and make a projected budget. That will be summarized projected budget and then discuss with your client to make sure that he is fully satisfied with it.
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After conducting the whole event make an actual budget. This will be helpful to ensure saving in actual budget vs. projected budget.
