You probably allocate specific portions of your budget for specific components of your event planning like event labor costs and equipment rental. When you glance at your final balance, it may seem a little off, but you come to the conclusion that it was money well spent for a fantastic end result. Sound like a familiar scenario?
While a great event is the end goal, you don’t want to waste any money in reaching that goal. An often overlooked aspect of event budgeting is labor. You want to provide the right compensation for all those involved in making your event a success, but sometimes, some of that hard work may be unnecessary.
Here are 6 cost-increasing tasks that you might want to consider cutting out of your event planning budget.
1. Overnight Sets
Some clients don’t want to reserve their venue the day before the event, so they have their AV crew set up overnight. The amount of overtime and double-time this accrues may end up costing even more than an early rental, especially if you’re working with a union facility.
Event planners often have to pay the venue for rigging points, as well as the labor involved in setting them up. Talk with your event technology team before making a decision on rigging points. They may tell you they are unnecessary, or help you find a less expensive way to rig the equipment.
3. Loading Docks
Depending on how much equipment your event requires, this may not be an issue for you. If you have a full load of heavy equipment, a loading dock is going to be extremely beneficial, but make sure it’s reasonably close to the venue entrance. Otherwise, you’re looking at a higher volume of man-power and, therefore, higher event labor costs.
4. Venue Access
As an event planner, you want to be as close to your venue as often as possible. Do your budget a favor and choose a venue open 99% of the time, so you are able to work in it every minute you are paying for it. If you hire a venue with strict access times, like a museum or office building, you run the risk of paying for unused time.
5. Crew Breaks
Be sure to give your crew the occasional break. For them, this means time to re-group, eat, etc. For your budget, this means less overtime and less time in general on the clock. Your crew and your payroll are going to thank you.
A misunderstanding has the potential to spiral into a very expensive waste of time. Avoid confusion or missed messages by establishing a clear line of communication with your labor crew and your technology team.
There are many cost-inducing factors that slip by in the midst of your hectic planning schedule. Don’t look for ways to cut corners, but keep a tight grip on your event planning budget by avoiding any unnecessary tasks and taking advantage of every cost-saving opportunity.
Want to discover more ways to save with your event planning budget? Contact the event technology management experts at Advanced Staging Productions at 866-431-8202 for assistance with all your planning budget needs.