- 1). Get an accurate guest count. Decide on a menu and bar options.
- 2). Choose a venue that will accommodate your guests comfortably. Check the price of renting the banquet space, including the safety deposit, and be sure to check if cleaning of the venue after the event is included or if it is your responsibility. Check if there will be an additional charge to use the kitchen facilities if available.
- 3). Inspect and take pictures of the venue, including the kitchen and bathroom facilities, before the event and after the event. This will help to resolve any claims that could be made against your security deposit.
- 4). Factor into your overhead costs any discounts that you'll receive on the venue rental if the banquet will take place in a hotel. You usually can negotiate a better price when using a hotel banquet room when some of the guests will be staying overnight at the hotel. In some cases, the hotel provides all the staff, equipment and catered food for the banquet as well. You wouldn't need to add in any drop-off or pick-up fees for the banquet supplies.
- 5). Shop around for a florist if you need flowers for your event, which will be added into your overhead costs. Get an accurate estimate and detailed description of what you and the florist have decided upon. Make sure the estimate includes any delivery fees.
- 6). Pick a band or DJ that is reputable, and get some testimonials from event planners, hotels or other past customers. Establish with the entertainment their complete cost for the determined period of time. Ask what the charge would be for staying longer than originally planned.
- 7). Check on the breakage cost for each type of item or equipment you will be renting. Get a total, all-inclusive estimate for your rented equipment, glassware, table settings and utensils, making sure to factor in two plates and several glasses for each guest.
- 8). Add all these costs together: venue rental and safety deposit, cleaning fees, food, service staff, beverages, equipment rental, place settings and utensil rental, drop-off and pick-up fees, flowers and entertainment. Subtract any discounts and take into account any all-inclusive estimates. Then, add 10 percent to 15 percent to your total for unforeseen expenses, such as breakage, and minor damage to the venue, such as spills on the carpet that would require professional cleaning, extra tips to the service staff and the purchase of more beverages.
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