Grand or intimate events, they all started with a budget in mind. These budget plans easily blow out of proportion when there are sudden, unexpected, unforeseen or even forgotten expenses.
Below are some of the most forgotten, or if not, most underestimated expenses that could be necessary or optional, depending on your event setup.
1. Crew Meals
Your event suppliers work tirelessly on the day to provide you with the best event possible. It is only a must and our duty to provide them with decent meals to keep their energy going. They're humans too, and their performance is also directly affected if their bodies and minds are not in good condition. Suppliers are not choosy either, any meal that can fill their stomachs is enough, that's why there are usually separate suppliers and cheaper crew meal packages being offered besides from the food for the guests. It is never, under any circumstances, morally right to ignore them and leave them hungry, even if it's not clearly stipulated in your contracts.
Suppliers are not choosy with food, but they do have a preference on how they are being prepared. Suppliers highly prefer individually packed meals, and food that are easily and quickly consumed. Individually packed because they will be scattered in different places, each with their own work. This way, they can eat when it's most convenient for them. If we prepare them in buffet style or group trays, this can consume a lot of time with queuing and the need for additional plates and utensils. It's also inconvenient for those working at farther work stations. Portioning can also be a problem as it will be unfair to those who get their food at a later time. Easily and quickly consumable food means food that does not need a lot of effort to eat, such as the need to slice them, the need to remove bones from them, etc. Most suppliers will not be able to sit at a table and eat normally during work. It's similar to eating boned fish in a car or while standing up. Some will always be on the move. So, this is favorable not only to them by being able to eat properly & conveniently, but also to us as they can quickly go back to giving their full focus to our event in the fastest time!
2. Grazing Table / Cocktails / Food Stations
Snacks and appetizers are generally offered to guests to ease their appetites and impatience while waiting for the reception or party to start, most especially if they are beautifully decorated and there are variety of assortments to choose from such as cheeses, hams, crackers, nuts, fruits, etc. in the case of grazing tables. Food stations are also a nice choice such as milk tea station, fries, ice cream, etc. This category of supplier should not be underestimated, as they are a great help in easing people's mood and impatience to delays in receptions, as well as preventing your parents or elders from forcefully opening the buffet or serving food too early out of concern for time & hunger of the guests. For weddings, this is particularly highly preferred if your ceremony and reception venues are at two different locations. It also provides more time allowance for your post-ceremony shoot as your guests can happily munch and drink around. You can attempt to DIY, or avail of the hotel's usual "inclusive" offering which is just crackers/ nuts/ chips and a drink. Although most of the time these are under satisfactory. If you want to please your guests and make sure to keep them entertained and occupied for the possibility of long wait (we should always anticipate the worst), I can guarantee this is definitely not good enough.
3. Corkage Fees
Particularly for those who prefer to book individual separate suppliers instead of packages, our initial budget for the venues would most likely not include any corkage fees yet. This could range from few hundreds to even thousands depending on rules and policies of the venue and the number and type of suppliers it apply, and possibly alter and affect a few parts of our budgeting.
It could help us save if we book with partner accredited suppliers of the chosen venue to get away with the corkage fee. But if it's not up our alley, then we better leave a few amount for corkage as allowance. Additionally, being friendly and being able to negotiate with the venue manager or owners might do the trick, coz who knows?
4. Miscellaneous / Overhead / Extras & Emergencies
"No plans are perfect", they say, and I couldn't agree more. Things can still go wrong despite planning for everything. Rain might come and you'll need to have allotted certain allowance for tent rental. You might have been scammed by a bad supplier and they did not show up. You might have to extend your use of venue due to delays. You must have allotted allowances for emergency substitutions.
Also, it's not just for emergencies. The cost for your transportation, gas, meals you've bought during your planning meetings, shopping errands, parking fees will also be significant. Sum them all up and it could still total to a surmountable amount depending on how you run your plans and schedules.
5. Gratuities & Tips
Oh yes, this is still optional. It's still up to us. However, if we've been served beyond our expectations and we're very happy to have hired them for our event, showing gratitude and sharing a bit of our extra blessings won't hurt so much, and we've brighten up another person's day together with ours. A definite nice way to end the day! Therefore, if you're very much willing to tip, make sure to allot some bucks for this as well.
However, if they failed to deliver what is agreed upon, then by all means, no tips!
Comments