Event Planning 101: You wont get a deal unless you ask for it.

When you are planning an expensive event of any kind, it can be frustrating to have to sacrifice to stay within your budget. Not everyone can afford to blow $25,000 or even $10,000 on a wedding. Even if you could... would you want to? Think of the things you could do with that money! Especially if you are just starting out in your new life together.

Many people who are planning an event (like a wedding) think that because there is a high demand for these vendors, and many of them are more high scale, that they can not negotiate for better deals or prices. It is simply not true.  Even if you are dealing with a country club, or resort that is booked 2 years in advance for events, there are things that you can do to get a little extra.  It doesn't always have to be a discounted price. Wouldn't it be nice if they included all of your linens for free? Or gave you an extra hour at no aditiobnal cost? Of course! 

There are lots of ways to save money, but the best tip I can give you is simply, ASK.

Here is my most recent example...

I am currently planning my own wedding. Finding a reception site was a nightmare because I can not afford $18.00 a plate to feed our guest. Around here, it is hard to find anything reasonable, but I found a sports bar with a hall attached that had a private entrace, was well laid out, spacious, nice access to bathrooms and private bars. So, I went to sit down with the guy who takes care of parties there, and here is what I worked out... just by talking to him and ASKING for deals.

Their normal hall fee is $500.00. I asked how much business they get for the hall in January, and he said it was minimal. I now knew that the ball is easily in my court. Any money I bring in for them is going to be a nice addition to an otherwise slow month. Since I will be purchasing food and beverages for  more then 120 people, and I am purchasing extras, I asked him if they would waive the hall fee. He was not able to waive it completely, but gave me the hall for only $200. I was shooting for $250, but by asking for him to waive it completely, I came out ahead by fifty dollars. One of the rules of the hall was a midnight curfew.  He also said that it would be fine to come take down the decorations the next day instead of worrying about it that night.  So, I asked if I could have my gift opening there the next morning and take down the decorations after. He agreed. I didn't want to pay another hall fee for the second day.  So, I asked him if I bought food for that morning during the gift opening, if he would waive the hall fee. Again, he agreed.

On top of all that money saved... he is also going to coordinate all of the cookies and treats that I want from a local bakery, so I don't have to deal with it. I told him I want snowflake shaped sugar cookies with white, blue and silver icing for my winter wonder theme and he said he would take care of it.  They also offered up suggestions for other items they could coordinate for me.  They have so far been excellent to work with. Because they do not get as much traffic for larger events, they are really willing to go the extra mile for good review. They are willing to cook and serve anything I want instead of us having to choose of of a pre selected menu. Also, they are willing to let me bring in some furniture to set up a lounge area on one side of the hall so that my guest have some comfy seating. 

Although it worked out more in my favor because the wedding is in January, you can get great deals for your event in any season. To start out, find someplace that not everyone and their cousin has rented before. You will find that you will get a lot more out of unique location. Since they have fewer events, you will get more time and personal attention. That breaks down into a lot less hassle and more savings in your pocket!

My favorite suggestions for unique locations are:

• Local Museums
• Aquariums / Zoos
  
• Performing Arts Centers
• Local Colleges
• Nature Reserves
• Check with business people you know for local conference sites instead of big conference centers attached to hotels, they will be much more cost effective.
• State or county parks

I hope this gives you something to think about, and ultimately saves you some money and grief. Happy hunting!