Planning your next event can be time consuming and expensive. At every decision you make, there is someone to take their cut and deliver lackluster results. In 2022 alone, romance scams resulted in losses of over $1.3 billion in the US, according to data from the Federal Trade Commission (FTC). This was a nauseating 78 percent increase over 2020 alone.
Being equipped with industry expertise and hacks can help you successfully navigate hosting your event and avoid common rip-offs that many encounter. In this blog post, we will share hacks learned over our three decades of events experience, to help you save money and time, and focus on what matters – your special occasion.
Unveiling Utah's Event Planning Scene
Throwing an event in Utah can be unique and rewarding. Breathtaking landscapes accompanied by a growing economy make Utah the perfect foundation for an unforgettable event. Utah’s robust and growing economy is advantageous for hosting events and attracts individuals from across the country. Renowned for its stunning natural landscapes and diverse geography, Utah provides an abundance of
outdoor activities, adding an extra layer of excitement and adventure to a wide array of events.
Before planning your event, it is important that you determine what age range the event will be open to. Due to Utah’s strict alcohol regulation, you may have to decide if you want to have alcohol, or children at your event. Utahns prioritize family values, and events may include family-friendly elements. Incorporating activities that cater to a wide range of age groups can enhance the overall experience.
Utah Event Venue Hacks
Event venues can be one of the most expensive facets of your special occasion. Finding one that doesn’t break the bank, but still offers a memorable experience is a tricky balance. When narrowing down your options, don’t forget the importance of an on-site walkthrough. Site visits don’t just help you get an understanding of the venue, but it also serves as an opportunity to build connections. Venue staff and AV crews can be very knowledgeable and worthwhile relationships to build.
Two venues with beautiful locations that we have worked at over the years are Cactus & Topicals and Red Butte Garden, both located in Salt Lake City, UT. If your event is on a budget, park pavilions can be your friend. They may not be for everyone, but they are a fantastic budget-friendly alternative that still allows your attendees to connect with Utah’s beautiful landscapes.
Budget Friendly Event Hacks
It’s essential to avoid sinking into overwhelming debt just to make an event extraordinary. Here are two hacks we have learned that will help you save thousands, while still keeping your occasion memorable. If you don’t see value in temporary floral arrangements, you can opt for silk flowers which cost a fraction of the price and still look magnificent.
Another budget-friendly hack we have learned is to purchase your own cake plates, forks, and napkins. Not only saving money from the premium options offered by venues and vendors, but you can also avoid the cake cutting and service fees. This also provides an extra layer of personalization and control over your special occasion.
Event Vendor Techniques
Finding the right vendor for your event can be like finding a needle in a haystack. Dedicating hours to sorting through the countless vendors can be frustrating and take away the magic from your special occasion. You may find that some vendors ask to meet with you more than you reasonably have time for. To avoid taking crucial time out of your event planning, simply ask if the meeting is mandatory, and if not allow the vendors to use their best judgement with small decisions. We have lasting relationships with reliable vendors of all price ranges, who are guaranteed to be the right fit, no matter the event.
Utah Seasonal Strategies for Events
Utah is known for its fluctuating and rather uncertain weather, experiencing what feels like all four seasons in one day. Staying equipped with the most up-to-date weather information can be a daunting and time-consuming task. We have found that the National Weather Service website contains a vault of valuable information unblocked by pay-walls and login-pages. Its ‘Activity Planner’ feature under the forecasts section allows you to enter your desired weather parameters and be provided areas that can accommodate. There are also daily discussions and monthly climate charts to ensure that your event is not blindsided by unpredictable weather.
Navigating Utah's Liquor Laws
Utah has one of the most complex and strict set of liquor regulations of any state. Navigating these laws while saving yourself time and money is nearly impossible without proper research. Check out our blog post, A Guide to Utah’s Complex Liquor Laws, for an in-depth summary of event liquor regulation to keep you in compliance and avoid fines or even jail time.
Stress-Free Transportation Tips
Transportation is often an overlooked aspect of event planning. In many instances, organizing transportation for your guests is not necessary, but it is always appreciated by attendees. It might even allow them to enjoy your event more than they would be. Black-tie transportation services are a fantastic option for professionalism and corporate events but can easily exceed $1,000. However, cheaper alternatives are available.
Over the years, we have found that charter buses are a more cost-effective transportation option, while still maintaining a level of elegance. If cost is your main concern, a school bus can be a fantastic and fun alternative. Ensuring that all your guests stay together, and the party keeps rolling!
The most budget friendly and flexible hack that we have found, is creating an Uber Business account (does not require a business license) and providing each of your guests with a ‘prepaid’ gift card. This allows you the highest level of control with your budget, providing your guests with a gift card set to the amount that you approve with the location distance and date to redeem under your specification. The fantastic benefit to this option is that if your guests do not spend the entire gift card, you are not charged. You are only charged for how much they use of their pre-established budget.
Save Thousands with One Call
Envision having a dedicated event concierge with industry know-how and a network of vendors and venues committed to saving you time and money. Let's ease the stress from your event planning journey with just one call.
As your partner in creating unforgettable moments, I provide personalized consultations to align your vision with your budget, connecting you with suppliers and spaces that match your style. Together, let's turn your event dreams into reality without unnecessary financial strain.
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