Budgeting For Party Planner


An event can be described as a public assembly for the purpose of celebration, education, marketing or reunion. Events can be classified on the basis of their size, type and context. There are three main categories which events go under. These events are private, corporate and charity which are explained below.


Private events are used for individuals who can book venues such as

  • Wedding
  • Wedding receptions
  • Birthday parties
  • Festival gatherings

The private events industry is not diverse due to events being aimed at wedding receptions suggests that private event rooms are booked for celebrations mainly wedding events this is due to the hosts wanting privacy for their event and can afford a private venue unlike other organisations such as:

  • Business’
  • Schools
  • Manufacturers

Private events are used for individuals who want certain guests to arrive at the venue. Private events will have a guest list to ensure the venue is not open to the public.


Corporate events are used for a business to promote their companies brand and products such as

  • Ensuring team building exercises
  • Business dinners
  • Conferences
  • Networking events
  • Seminars 
  • Product launches
  • Meetings


Charity events are used for individuals to raise money for a charity of their choice by events such a

  • Society balls
  • Sports events
  • Charitable auctions

some charity events may ask for sponsors for an individual partaking in an event to raise money for charity these events range from

  • Sponsored runs
  • Sponsored cycling
  • Sponsored skydiving
  • Sponsored walks

Event Manager Job Description

We are searching for an enthusiastic Event Manager with a “can-do” attitude to assist our organization in hosting events that enhance our organization’s image, improve client loyalty, and enhance our brand-to-client experience. The Event Manager will be tasked with researching and securing venues, planning and managing our events’ calendar, negotiating quotes and agreements with vendors, assisting with event marketing, monitoring timeframes and budgets, networking, and delivering on event brief objectives. Your creativity, organizational skills, and vision will assist our organization in amplifying brand visibility, enhancing client and employee relations, and improve our organization’s growth through events that effectively communicate business strategy and brand personality.

The ideal candidate for this role should demonstrate exceptional organizational abilities, superb interpersonal skills, multi-tasking skills, and excellent time-management. The Event Manager should reinforce client-to-business relations, improve the organization’s image, and effectively deliver on event objectives.

Secret Tips for Successful Event Planning

What are you going to do? Your big event is approaching, even faster than you anticipated. There’s no time! Argh! You could pull your hair out, but that might ruin the pictures. Another option is to turn into an event planning monster, believe me, there are such creatures.

However, becoming a monster should always be the last resort. To prevent these unseemly transformations, there are methods and tools for event planning that you can use to have a more manageable and pleasant wedding, fundraiser, product launch or whatever your event might be.

Think like a project manager, and whether you’re an event planning pro or a novice planning your first event, you’ll learn from these tips.

Know Your Budget

If you haven’t defined the amount of money you’re going to spend on an event, then the event will define your costs for you. This is not something you want. Maybe you’re made of money or have a cousin who’s a counterfeiter. But most of us are working with limited funds. We need to get the most for our buck. Start by using a spreadsheet, or simply a piece of paper, and add line items for every single detail that is going to cost money. Some of those fees are going to be paid out, so make sure to mark down any payment deadlines. Also, don’t forget to leave a bit of wiggle room for the possibility of going over you’re planned budget.

Start with the Dream, Then Get Real

It’s easier to edit than to add, so the best thing you can do is cast a wide net when you begin planning for your event. Draft what your ideal event would look like, if there were no restrictions, and get a clear picture of what that would look like.

After you have your dream plan, go back to that draft with your red pencil and define what you’d settle for. What pieces are essential, which are not? What you’ve done is created a range in which you can realistically attain. That way, your expectations are grounded and there’s less of a chance that you or someone is going to go ballistic.

Use Event Planning Software

You have a spreadsheet for your budget, and you’ve set realistic goals and objectives for the event. Now if there was only a way you could collect the budget and plan the event on a single platform that allows you to manage, track and report on event progress. Well, there’s an event planning app for that.

Software tools can help you manage the budget and track whether you’re going over set limits. But, with project planning software, you can do much more. For instance, you can create a task list and then track those tasks within the time limits you set. These tasks can be for you or other people. With online software, everyone is always on the same page and can work collaboratively if they’re not in the same room.

Tips For Improving Your Event Management Skills

When it comes to event management, very few rules are set in stone. Because every event is different, each one requires a unique approach. To be a great event manager, then, you need to be as flexible as you are organized. This flexibility is what lets you adapt, learn, and change to make each event better.

Don’t just manage an event. Instead, make all of your events legendary with these 10 tips for better event management:

1. Set clear objectives

If you’re coordinating with an event planner, she might send a list of objectives your way. If not, work with your client to come up with concrete goals for the event. Make these goals as specific as possible. How many cars do you want the parking staff to move each hour? How many questions are you hoping to fit into one question and answer session? Use numbers wherever possible.

2. Start planning now

The sooner you can confirm the details of an event, the better. Start making calls as much as a year in advance so that you can lock down your venue and take advantage of vendors’ early-bird specials. While it’s important to make flexible agreements in this early period (you don’t, after all, know how many participants to expect yet), reaching out to venues and vendors early on saves you time, money, and headache down the road.

3. Negotiate with vendors

Every event is different. Vendors understand this, which is why many offer custom services with flexible pricing. Instead of asking vendors for a quote, figure out how much you’re willing to pay, and then offer the vendor between 5-10% less. This way, even if the vendor negotiates up, you’ll stay on budget and, in many cases, save money.

4. Mobilize your networks

Event management is all about networking. Stay in close contact with the venues and vendors you love to work with. When you need them, they’ll be there for you. Keep former colleagues and volunteers close too. Build effective staff and volunteer teams quickly and painlessly by mobilizing your extensive social network.

To celebrate the everyday heroes of the event industry, here are the top  5 qualities of successful event managers:

1. They have people skills. The number one quality shared by successful event managers? People skills. You need to be comfortable connecting with high-level executives, government officials, vendors, co-workers, sponsor reps, customers, supervisors, suppliers, staff, and event attendees. To successfully work with this wide range of people, you’ll need to be able to nimbly resolve conflicts, be a confident but pleasant negotiator, and maintain your sense of humor.

Remember to try and have fun with the work you do, and the people you work with, and they’ll want to work with you again. You can’t do it all by yourself, so building relationships is key.

2. They’re flexible. Event managers must double as janitors and firemen. Cleaning up messes and putting out fires — quickly, quietly, and efficiently — is part of the job. Stay calm, get it done, then get back to running the show.

3. They’re good listeners. The ability to understand what key stakeholders want to from your event is critical. These folks may not be in the event industry, so might not speak the lingo or know what’s realistic. You have to be able to discern their needs and make sure all parties share the same expectations. Pay attention to what’s said — and what’s not said — in key conversations. Tapping into these spoken (and unspoken) needs throughout your planning process will help you stay one step ahead.

4. They’re organized. To successfully run any event, you need to be able to juggle about 50 things at once. This multi-tasking prowess is required for both smooth planning and flawless execution of an event. The best planners have foolproof systems, step-by-step checklists, and handy tech tools. Working in events requires the ability to focus on the big picture while keeping track of all the little details. To avoid burnout, get comfortable delegating some of your more time-consuming tasks. And if things don’t go according to plan, don’t be afraid to switch to plan “B.”

5. They’re passionate. With all the stress of the job, you have to really love what you do. Genuine passion helps you overcome bumps in the road and stay cool when all seems lost. It also leads to bursts of creativity and the inspiration to create something great instead of just trying to get through the day. Things like time management can be learned, but you can’t teach passion, and you’ll need it in order to succeed. Being an event manager can, at times, be a thankless job; it needs to be about more than just a paycheck for you.