It's impossible to count the number of times I am asked questions about pricing for an event. How much will that cost? How could it cost so much? What can I cut? Whether you're a seasoned hostess or planning your first event, it doesn't hurt to brush up on the costs involved in having a party.
Proposals:
If you're working with an event planner, that planner may be handling all aspects of your event from concept to completion (that's what TPG does.) This means you'll write only one check and your proposal will be detailed and all inclusive. If you're acting as your own coordinator, make sure to get written proposals from every vendor you're going to use. Assume nothing. Unless it's in writing, you have no guarantee that the dj will really play for four hours or the tarot card reader will be there for two. Proposals are as individually written as the people typing them. However, there are some consistent things you should look for. If all of these points aren't covered in the proposal you receive, get clarification and then get it in writing. Proposals can be written as a bottom line price for any of a number of services based on the total number of guests, type and quantity of food, rentals, beverages, décor, etc. This kind of proposal is dangerous because you really don't know how things are being priced and what costs what. With everything lumped together, it is easy for you to end up paying all kinds of hidden charges or worse yet, not get certain services included that you thought were part of the package.
Per Person Prices:
At The Party Goddess, we write our proposals and price everything out line by line. For example, you would see a per person amount for:
o Food: Pricing is based on the number of guests (the greater the number, the deeper the discount) type of item, time of day, quality and quantity of food.
o Beverages: Pricing is based on the number of guests, variety, duration of the party and quality of the brands served.
o Disposables: The caterer uses a formula to determine how many of each item to bring so that you don't run out.
You Would Then See Separate Line Items For:
o Staff: Look for the job each staff person will be performing, number of staff, the estimated number of hours the staff will be working and their rate per hour.
o Rentals: Look for per item prices, quantities and separate delivery, set up and strike charges. Often some sort of damage waiver will be included to protect the rental company against breakage and shortage.
o Entertainment : Look for the number of hours the price includes and make sure setup and drive time are included in the price or quoted elsewhere.
o Venue: Look for a set venue fee which may or may not be based on the number of guests expected, a refundable security deposit and extra charges for things like security, on site coordinators, set up and clean up.
o Décor: Look for line item prices for centerpieces, buffet décor, overall décor and installation and strike charges.
o Lighting: Often quoted as an overall package price. Ask for a schematic or some kind of specific proposal that details which areas will be lit.
o Service Charge: Most of the time the service charge is a percentage of the total bill. This charge is not a gratuity and generally covers planning time, workers' comp and liability insurance. Make sure all of your vendors carry their own insurance and name you as additional insured.
o Sales Tax: Every state is different, but in California caterers are required to charge sales tax. Expect to see it on your bill.
Payments - What You Should Expect:
As with all aspects of planning a party, paying for an event has a million variables. In general, you should expect to put down a deposit, usually 50%. This deposit confirms that your vendors will be working for you on a particular date. Typically the deposit is nonrefundable, so make sure you're really committed. Depending on the size and scope of the event, you may be asked to make progress payments and then a fi nal payment on delivery or even 7 days prior. It is also likely for caterers and planners to ask for a credit card to guarantee the final balance of an event.
The Bottom Line:
Information is power. Get all of your quotes in writing, sign your contracts and stay on top of your vendors.
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