
As we head into the spring, some inevitable things are happening. Recession or no recession, all of your friends and family are getting married, having babies, and celebrating important birthdays. Must the difficult economy mean that we need to scale back and no longer recognize these important occasions in the lives of our loved ones? No! It might just take some real creativity to plan these showers and birthday parties for next to nothing. It is a great time in history to remember that important occasions do deserve celebrations, but that love matters more than how much you can afford to spend on these parties.
I am excited to share with you some ideas to make these parties fun, memorable and very inexpensive!
1. Set a budgetIt might seem like an obvious recommendation, especially for an article titled, "Party Planning on a Budget," but I think it bears recommending. So many people start out the party planning and get so excited about their ideas that they forget this important first step. Figure out the total amount you (and any co-hosts) are willing to spend on the affair, make a list of items and allocate the money accordingly, and then stick to it! Even if the total amount seems small, don't worry. You can make it work! These tips are designed to help you plan a party within any budget.
2. Location, location, location...The location of your party will make a HUGE difference in the final cost of the event and there are lots of options for free or extremely low cost venues that you could use. There is no reason to rent a hotel banquet room, hall, or club space. An obvious option would be a home of a friend or family member of the guest of honor that is large enough to hold your guests. This would be free! If the party is during the summer, or even during much of the spring or fall, you could host it in someone's yard or at a local park or beach that has a covered space. Many such spaces are either very low cost or free (sometimes you just need to secure a permit from the town for a few dollars to use the space). I recently heard of a great idea along these lines. Many towns or counties have rental space that is free or low cost for use by residents. These spaces might be in a historic town hall, a public library, a community farm, or a museum managed by the town. Your local taxes are already going to maintain such locations, so it is worth a phone call to your town offices to find out if they are available to you. Many such places are historic, and may be just as beautiful as a place you could spend thousands of dollars to rent! Another idea worth considering would be conference space within the office building where you work. This type of room would not always be available for non-work-related functions, but you will never know if you don't ask.
3. Consider trimming the guest listThis is a tricky tip that will not work for all parties, especially when you are planning them in conjunction with another event (i.e. a wedding shower preceding a wedding, etc.) However, if the party is a shower, consider whether the guest of honor will receive more than one shower. Is it possible for you to concentrate on only one segment of the guest of honor's circle of friends and family? Examples would be throwing a shower for only the family, only the friends, only the friends from college, only the friends from work, etc. If the party is not a surprise, you could let the guest of honor know that you would love to throw them a shower including that specific group. If it is a surprise, you could contact the guest of honor's parents or siblings to let them know your intentions. This way, if someone else would like to throw a shower for other people loved by the guest of honor, they will have plenty of time to plan such a party.
While it would usually be great to invite everyone that the guest of honor knows to your party, each individual increases the overall costs of the party. Food, favors, chairs, etc all must be multiplied by the total number of people. While you might decide to not scrimp in this area, trimming the guest list will be worth your consideration before you get too far into planning the party since it will make such a big difference in your costs at the end.
4. Beg, borrow and stealWhat do you need to pull off a successful party? A few items that come to mind right-off-the-bat are: chairs, serving pieces, pots, pans and cookie sheets, tables, table cloths, hot plates, etc. It would be really expensive for you to go try to buy or rent any of the items that you don't already own. Spend some time thinking about the people in your circle of family and friends (especially those who know the guest of honor) who might own or have access to these items and might be willing to lend them to you for the occasion. A wonderful source for these types of items would be your church or community center. If you are a member, they might be willing to lend you whatever you need (as long as you return it in great condition!).
I should point out that the emphasis in this tip is on the "beg and borrow" and not so much on the "steal"!
5. Collaborative effortsDon't feel like you must plan the party all by yourself. A great way to lower your costs is to involve several co-hosts and spread the costs of the party among you. A great benefit of this idea is also that many brains will be available for brainstorming when it comes to figuring out creative solutions in order to save money. Be careful, however, since this can backfire. With so many excited hosts involved, it can be easy to ignore any budgetary constraints. The best way to avoid this awkward situation is to have a reasonable budget already determined before you invite co-hosts to join you in planning the party. This way, you can present the costs up-front to your potential co-hosts before they commit to getting involved, and everyone will be more likely to stick to the budget.
6. Do it yourselfI don't mean that you should literally do it all by yourself. Instead, I mean that you should consider the skills, talents, and potential of you and your co-hosts before automatically deciding that you need to spend extra money and purchase professionally made items to plan a successful party. You may find that invitations, food, decorations, and favors can be inexpensive and simple to make yourself, as opposed to purchasing expensive versions made by someone else. Also, these can be fun projects for you and your co-hosts as you prepare for your party, and best of all - they are a fun way to add a very personal touch that your guest of honor is sure to appreciate!
7. Think within your budgetThis is an important way to actually stick to the budget that you set at the beginning of your party planning project. A lot of people will choose an overall budget number for the party, but then forget to break down the number so that they actually know how much to spend in each area. Without a detailed plan, you will most certainly overspend. So, remember, when you decide how much you can spend in total for the party, make a list of all of the areas in which you plan to spend money. Allocate your total number among the areas. You should consider distributing the budget based upon the likely costs of each item, rather than an equal division of the money among the categories. For example, even if you make all the food yourself, purchasing the ingredients can get expensive. Therefore, you may want the "food" portion of the budget to be a larger percentage than, perhaps, the invitations.
8. EviteSpeaking of invitations, technology has improved quite a bit over the last few years and you may not be aware of the cost-saving opportunities that are available to you when it comes to inviting guests to your event. One of the most popular websites for inviting guests to events is called
Evite. It is a wonderful, free way to send and manage electronic invitations to your party. This is perfect for you, especially if your crowd is on the younger side and very comfortable using e-mail. In order to successfully use Evite, you must know all of your guests' e-mail addresses. You then go to the website, create a free account, choose an invitation template, type in your event information, and enter in your guests' names and e-mail addresses and the website will send electronic invitations to everyone on your list. Guests can even RSVP to you directly on the site.
It may be innappropriate to use Evite if you have an older crowd or if the event is particularly formal, but many events would be perfect for an Evite versus a paper invitation. With the costs of stamps going up all the time (and again in May, 2009!) as well as the costs of paper to make the invitations, you may find Evite to be very attractive.
9. Choose an "off" hourAs I mentioned above, food (and alcohol) is often the most expensive part of a party. Just looking at the costs related to the food can make you rethink your intentions of hosting the party in the first place. There is an easy solution to this problem that can help lower your overall costs significantly. You should plan the party to begin during a time of day that is not considered a "meal" time. Generally, if a guest is invited to a party during the traditional time associated with breakfast, brunch, lunch, or dinner, they will expect to be fed a meal at the party. Breakfast would normally be 7:00am to 10:00am, brunch would be 10:00am to 1:00pm (during the weekend, only), lunch would be 11:30am to 1:30pm and dinner would be 5:00pm to 8:00pm. A guest invited to a party outside of these time frames would normally only expect a light snack. With this in mind, a great time for your party would be 2:00pm or 3:00pm in the afternoon (either Saturday or Sunday), or after 8:00pm at night (Friday or Saturday). Most guests would expect snacks and alcohol at the later evening party times, but mid-afternoon parties would be perfectly appropriate with coffee, tea, sodas and snacks. You can save significant money on food with this strategy, and the party will still be lots of fun.
10. Pick a fun theme that helps your bottom lineFinally, a fun tip to help you stick to the budget would be to choose a theme for your party that is budget friendly. The theme you choose should be one that can be inexpensive in every way - from decorations to food, to alcohol, to invitations - but can still be lots of fun! Don't forget to shop for decor everywhere from the dollar store to your own basement. A few simple ideas would be:
a) Backyard garden tea party
b) Mexican fiesta
c) Christmas in July (pull out your Christmas decorations for the occasion)
d) The Guest-of-honor's favorite color (decorate everything in the color and make all the food in that color as well)
e) BBQ beach party
This list is just to get you started brainstorming. There are so many ways to make your party fun, memorable, creative and budget friendly! Please comment and share your own tips here.