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“Ohhh Say Can You Saaaave!” Our best tips for the budget conscious event planner
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Behind the Scenes with Intrepid Museum’s Special Events
 
Special Events Staff
 
Welcome to the After Party by the Intrepid Museum’s Special Events Team. Here we’ll give you a look behind the velvet ropes at one of the most exceptional venues in New York, and we’ll tell you what’s catching our eye in the industry and beyond. Just like our events, each of us has a unique style. We’ll be giving you the good, the bad and the outrageously inspiring from our life aboard the ship. Join us for the After Party!
 
Posted: 12/7/2015 12:00:00 AM

By Cherisse Challenger

 

If there’s one thing you can count on during the holiday season, it’s a sale! I love a good deal, so I thought I’d share a few insider tips on how you can save some coins on your next event budget.

Ask for a discount. So many people miss the boat on savings because they just never ask! Try these questions: Do you offer a discount for nonprofits? Is this a slower season—are you willing to negotiate? If I do multiple events with you, can we get a discounted rate? You have nothing to lose by asking. Try it and see what happens—unless you love paying full price!

Buy décor in bulk. Will you have four events this year? Will they all be in the evening? Will you need votive candles for them all? Buy them in bulk and save them for future events. This goes for anything—glass vases for flowers or vessels for candy stations. These line items can just be crossed off your budget because you’ve already spent the money and got a good deal.   

Don’t belabor your labor. Take the time to crunch the numbers and come up with a realistic timeline for your support staff and vendors. Then stick to it! Make sure your crews are not padding too much time, which could make you go into overtime charges or go over budget on labor cost. Ask them what they need and see if there are any overlapping tasks that can be minimized or cut out of the timeline. For example, is your lighting vendor going to rent a lift to rig lighting for your event? See if your sound technician will also need one, and ask if they can share. One equipment rental on the same night may require some coordination during load-in, but it means saving on rental costs.

And last but not least, think ahead. Is this an annual event? Will you be hosting your company holiday party every year on the second Wednesday of December? Ask the venue if you can get a better deal for booking two events at once. They’ll love having that date booked for next year, and you’ll love the savings. Plus, that’s one item checked off your list when planning next year. Venue? Check! And at a discounted rate? Double check!

 
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