Whether it’s a business networking event or even an epic bachelor party, planning a private event can be daunting at any time, but particularly during a global pandemic. From the guest list and the venue to the easily overlooked safety aspects, the list of things to take care of is never-ending, and a tame budget doesn’t seem to cover it all. Thankfully, hosting a private event doesn’t have to be so intimidating. Here are some tips that will allow you to host a safe and successful event, even if you’re on a tight budget:
Take care of the safety aspects
Safety should always be your number one priority, especially during such an uncertain time as the current COVID-19 pandemic we are facing. Whether you live in an area where it’s currently safe to hold gatherings, or your event simply can’t be postponed, it might be wise to organize a socially distant party.
This means limiting your number of guests, choosing an outdoor venue, or even asking the attendees to bring their own snacks and drinks, to minimize any possible risks, while also saving some money in the process. Think about placing hand sanitizers at the entrance, as well as the tables, and consider asking your guests to wear masks to the event, for maximum safety.
Consider the venue and the theme
As outdoor venues are the best option during this period, consider hosting your event in your garden or backyard, if you have enough space. Apart from allowing you to stay within budget, such a venue can also work for anything from birthday parties and informal weddings to smaller business brunches. If you don’t have space, however, opt for more budget-friendly alternatives, like local parks, gardens, or even restaurants with outdoor areas.
When it comes to event themes, elaborate options won’t usually work when you’re trying to save money. Instead, it would be better to stick to something like simple color combinations or even food and drink theme. You could also consider outsourcing the burden of event management, and find someone reliable that will take care of everything from the venue to the event execution while adhering to your tight budget.
Opt for quality equipment rentals
While DJs and live bands might usually be the most popular entertainment options, they’re not the best idea when you don’t have enough to splurge on your event. Instead, it might be wiser to choose a reliable AV equipment hire service that will provide you with high-quality audio and visual equipment, as well as a personalized service tailored to your event.
That way, you can easily incorporate presentations in a corporate event, personal videos in a wedding or birthday, and even great-sounding music, thus effortlessly covering the entertainment portion of your event, without actually having to deal with the high costs of buying high-tech equipment.
Begin planning your event
After you’ve settled on the guest list, venue, and entertainment options, the next step would be to spend the rest of your budget on smaller details that make up the event. This includes booking a caterer and creating a menu, or even bringing your own food and drinks to the event to save on cash. Consider the décor, such as linens, centerpieces, and other details, and how much you’re willing to spend on it.
As a professional photographer might be an unnecessary expense for some events, think about bringing your own camera and taking pictures by yourself, to commemorate the occasion. If you have enough money left in your budget, it would also be nice to send out creative invitations, as they’re much more personal than the usual emails.
Think about the smaller details
If you’re wondering what to consider when planning an event, the smaller details are probably the last thing on your mind, but they can be quite important, especially when it comes to corporate events. For instance, if you have a specific goal you want to accomplish, such as resolving a conflict within a team or celebrating a milestone, your event should focus on those objectives.
Similarly, if your private event aims to promote your business, for example, it might take some additional work and promotion on social media in order to create interest for the event. Either way, it would be wise to start creating buzz about your event on time, to kindle the curiosity and excitement among your guests.
With the right venue, entertainment options, and safety precautions, as well as some additional planning, any private event you host is bound to be a successful and memorable occasion.
