About Portland PartyWorks

In the 20 years that PartyWorks has been in business, we've developed systems, knowledge and relationships that make us a leader in the entertainment industry. It is our desire to share that experience with you and to bring our cutting edge concepts to your events!

We are here to share some tips on producing successful events along with some time-tested facts about party planning. We're also going to throw in a funny story from time to time because we're serious about fun!

Friday, April 27, 2012

Budget Cuts That Won't Cheapen Your Event

Set Time Limit On Coffee Breaks

Smart Planning Is Key: Negotiate Upfront for Discounts & Extras

THE GOOD NEWS: The boss grudgingly gave the okay for a Company Event
THE BAD NEWS: The budget is going to require EXTREME CREATIVE THINKING

Don't panic, you have plenty of time to put together an event with guaranteed smiles from bosses and employees alike. Everyone is stretching dollars these days and creative financing is more the standard than the embarrassing. The most important tool in your arsenol is PRE-PLANNING. After all, asking for reduced corkage fees will be alot more attainable before the bottles are corked. Following are 15 tips to help ease your budget crunch and free up some dollars for the entertainment. Some of the tips might sound nagging (see 3), but in today's environmentally conscious society, waste is not only burning cash, its wasteful.

    1. Try to limit your coffee breaks. Coffee breaks are the most wasteful type of F&B. If you have ordered a coffee break, give instructions that at the end of the break, dirty cups, and dishes are to be removed and that coffee, tea, and decaf are to be consolidated and left in place until lunch or until breakouts begin again. that way a few thirsty people can still have their thirst quenched, and you will have used your money's worth. Always pay "by consumption' instead of 'per person."   treat continental breakfasts the same. Consolidate everything for latter use.
    2. Have large breakfast rolls (Danishes) cut in half when serving continental breakfast. They're easier to eat and discourage heavy consumption.
    3. Have food stations attended by a waiter to discourage over-indulgence. People tend to eat less if they see an attendant.
    4. Know the history of all of your events. track them carefully so you can give accurate guarantees.
    5. Use drink tickets at all bars. The bars hosted and you pay only on the number of tickets taken in.
    6. Limit drink tickets to two. And have attendees pay cash after using the two tickets.
    7. Buy liquor by the bottle. If you expect 300 or more guests to be in attendance at your party, and if the duration of the event is two hours or more. Estimate three drinks for each guest, per two-hour period. If your estimate reaches 900 drinks or more, you should purchase liquor by the bottle.
    8. Insist on a measured pour for each drink. The number of drinks each bottle can yield is determined strictly by the size of the shot that is poured from each bottle.
    9. Don't order shrimp unless it is in a "passed" hors d'oeuvre. When it's gone, don't reorder.
    10. Avoid salty snacks. They Simply make your attendees thirsty and make them drink more.
    11. Utilize leftovers. If you order a cheese display and it is relatively undamaged after the cocktail hour, have the cheeses sent to the presidential suite.
    12. Explore food options. In some cities, you can actually have a sit-down dinner for less money than a reception. (as long as you have a cash bar)
    13. Think about hosting only wine, beer, and soda. Provide other alcoholic drinks at a cash bar-especially today when everyone is trying to discourage chemical and alcohol dependency.
    14. Shop Around. If you have a particularly expensive event, place it on a bid basis with three hotels who could handle the numbers. 
    15. Don't over serve. 
    16. Price compare using an Event Planner to help you. Often times they have discounts already negotiate

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