Sass Planning Academy by Jada Nicole!

ave you ever set around with a head full of ideas but no funds to back it? Well I have! I thrive off planning impromptu events with my friends and I always desire something unique, lively and bold. But how in the world do I get all of that on a budget?

Well for starters, I decided that it was time to practice patience and not allow the planning process to overwhelm me. With a laundry list of expenses, it can be tempting to skip the planning and jump right into signing contracts with vendors. Though this may sound like the easy route, it became pretty costly. After practically throwing away money, I've learned that taking out the time to identify and outline the events strategy can be very beneficial.

After I set my budget, some questions I like to ask myself when planning a dinner party, wedding, business meeting/event, birthday party, reunion etc. are:

1. How many people am I planning to entertain/invite?

2. Out of that number how many people do I think can realistically make my event?

3. What is my venue preference?

4. Do I already have access to a venue? Do I have a friend with connections or discounts that has access to a venue that peaks my interest?

5. Is there an indoor and outdoor option available incase there's inclement weather?

6. How many rooms will you be utilized? Will I have a cocktail hour?

7. What day of the week and time of day can I have this event and am I flexible to reduce the cost in securing it?

8. Will I associate a theme with this event?

9. What color scheme am I going with and is it a common color to find in this season?

10. If I'm using real flowers can they be purchased at a reasonable price during this time of year or will I get hit with an additional cost for shipping them in.

11. If I'm using artificial flowers, is it cheaper to make them or purchase them arranged?

12. Is it cheaper to procure the materials myself and put it all together or entrust a vendor to procure the décor and install it?

13. Do I realistically have dependable resources (friends/family) that are willing to assist me with setting this event up?

14. Can the décor be purchased wholesale and will I ever have use for it again?

15. Can I rent the materials I procure out to people at a later date for profit?

16. Did I set a realistic timeframe for this event that allows me to make money back as I spend it in preparation for this event?

17. Does the venue/vendor contract cover setup/breakdown of basic materials like tables and chairs or will I need a team to support this?

18. Does the venue/vendor have a inventory for me to use free of cost if I choose to book my event with them? Do they offer equipment rental at a discounted rate after booking?

19. Does the venue offer Wifi, security, staging areas, lounging areas or bridal chambers?

20. How much time is allotted in the contract for setup and breakdown?

21. What licensing/insurance requirements is the venue requesting from you and your vendors and can your vendors supply what they need or will I incur additional cost on the back end to meet that accommodation?

22. Does the venue offer food and BYOB? What is the pricing per person/plate and do they offer packages?

23. Can I select my own vendors or do I have to work with a preferred vendor list?

It is always good to go with vendors that you have built relationships with. If you do not have personal relationships with vendors, a good start is researching the preferred vendor list provided by the venue you are considering. As you make important decisions like choosing your vendors, location and service providers- you are piecing together your final budget. As you make your selections and sign contracts this is the time that you actualize your budget to ensure that you are staying in the green.

As I go throughout this process, I populate my spreadsheet and include and actual vs projected spend column. This allows you to visually see the damage you are doing and acts as a control mechanism to pull you back in before you blow your budget. It may not seem like much but this thought process has helped me save money and deliver flawless events.

Thank you me later!

Krista