Controlling what it costs.
WHAT TO BUILD
An itemised budget, before committing to anything.
WHAT TO INCLUDE
Venue Catering, per head Equipment hire Technical crew Decoration Printing and materials Photography Security Power Transport Staff Contingency
WHY CONTINGENCY
Something always costs more, and events cannot be paused to find money.
HOW MUCH
A meaningful proportion, stated in the budget.
WHAT TO ESTABLISH ABOUT CATERING
Whether the price is per head, and what happens if numbers change.
WHY
It is the largest variable cost and it moves late.
WHAT TO AGREE
A deadline for final numbers, and what is charged after it.
WHAT TO TRACK
Committed against budgeted, continuously.
WHY CONTINUOUSLY
Budgets are exceeded incrementally, and nobody notices until the end.
WHAT TO ESTABLISH WITH THE CLIENT
That additions cost money, and require approval.
HOW TO HANDLE ADDITIONS
Price them and confirm in writing before committing.
WHY
Clients add continuously during planning, and unbilled additions destroy the margin.
WHAT TO RECORD
Every change and its approval.
WHAT TO PRESENT AT THE END
A reconciliation: budgeted, actual, variance, explained.
WHY
It settles final payment and it builds trust for the next event.
WHAT TO REVIEW AFTERWARDS
Where the estimate was wrong.
