Set a spending limit
Rather than just going out and buying decorations and food or drinks for your event, start with a budget and stick to it.
Thea Wise, an event producer at Melt Productions, suggests using an Excel spreadsheet or Google document to precisely track your spending.
Jennifer Read-Dominguez, editor at the website Rock My Wedding, has advice for people getting married that could be usefully applied to other events.
“Establishing a realistic budget, by working out what you can afford, will play a key role in saving up for it.
“And the earlier you start saving, the more manageable it will be in the long run,” she says.
“We recommend that couples create a spreadsheet and input everything, so they stay fully aware of their finances and where they’re at with planning and spending.”
Matthew Shaw, the founder and creative director at the event planning company Sauveur Studios, says you should always start by “working out all the costs and adjusting until it works for you”.
He adds: “As planners, this is always our priority.”
Use familiar spaces
It may sound obvious but if you are planning a party, why not see if any friends or family have a space you can use for free?
It could be a relative’s lounge, a friend’s basement, or a colleague’s garden.
Wise says that if you are planning a smaller party, see what your local parks have to offer, “as you are often allowed to put up gazebos”.
View image in fullscreenDo you have a friend who would let you use their garden as a venue? Photograph: Paul Bradbury/Getty Images
… or look for cheap ones
You can find places to hire on Tagvenue, a website that lists locations and does not charge a fee for bookings. You can order search results by price or put a maximum limit on how much you want to spend, so that you only see places you can afford.
Wise says village halls can be a cheap option, “or somewhere run by your local council. Then transform the space in terms of making it more glamorous”.
Scout and guide huts are another option: many groups hire them out for as little as £25 an hour
Scout and guide huts are another option: many groups hire them out for as little as £25 an hour and, like village halls, they typically come with chairs, tables and other things you might need.
When thinking specifically about a wedding, Read-Dominguez suggests opting for a weekday or a Sunday.
“It will help make a significant saving by avoiding what the premium venues charge for Saturday weddings,” she says.
And when comparing prices, consider what the venue can provide for you.
“Restaurants will often help with printing menus and candles,” Shaw says. “The more a venue can provide, the less you need to bring in, and this will free up your budget.”
Check out secondhand
Instead of spending money on decorations you will never use again, why not see what is available secondhand?
A great place to get props and other items is Freecycle.
If you are planning an outdoor party with something like a tipi, see if anyone has a free sofa that could be used to create a cosy corner.
View image in fullscreenCheck out charity shops for vases and plates. Photograph: Tara Sedgwick/Alamy
Or is anyone giving away a barrel, or cask, that could be used as a makeshift bar?
Read-Dominguez says that choosing secondhand is always a good option. Her website’s online marketplace, Recycle My Wedding, has preloved decorations, as well as dresses and accessories.
Wise suggests getting “thrifty” with secondhand fabrics from charity shops. “Cut them up and create your own bunting, or anything colourful, to add to the space,” she says.
You can also find chic vases and plates at charity shops. “They don’t need to match but can give a shabby-chic look.”
She adds: “People have used things like fresh fruits as additional decor – place them around a bar. Or herbs, which can often be bought from the supermarket for about 99p. They smell good, too.”
Food and drink
Consider asking guests to bring a dish. It’s a fun way to get an eclectic mix of food for the day, and also involve those attending.
If that doesn’t work, you may want to think about other options. For example, hiring a food truck or mobile pizza van will be much cheaper than organising a more formal catered meal. It is also a lot more casual and can bring a more relaxed, fun vibe.
At Poptop UK, search for food vans near you, stipulating what sort of party you are hosting. As well as food, you can also hire marquees and entertainment through the website.
View image in fullscreenRetro party food on a table. You could ask friends to bring a dish. Photograph: Sam Stephenson/Alamy
Wise adds: “If our clients are on a budget, we suggest things like big-bowl sharing, or platters. If you provide your own tableware and cutlery, that saves a lot of money.
“Also consider getting bamboo plates and cutlery as it is eco-conscious and, also, a lot of costs come from the plates and the facilities to wash them.”
Encourage people to bring a bottle, or provide big jugs of soft drinks and cocktails.
Strike the right note
Shaw says his approach to entertainment is “to first work out your running order and available budget, and then have a think about how to tie it all together”.
He adds: “Don’t shy away from asking musically talented friends – some of the most special weddings and parties we’ve done have featured music from friends and family.”
