Planning a party can be a daunting task.

Many of us hire caterers only a few times in our lives, for momentous events like weddings or anniversary parties. That being said, it is worth the time and effort it takes to find knowledgeable event professionals who can work within your budget.

Clients frequently tell me that they have become overwhelmed by all of the components that go into the “finished product” of an event. Costs like site rental, catering/bar, entertainment, photography and flowers are typically factored in. Things like transportation for guests, tents, linen and table/chair rental (if the facility doesn’t provide these items), gratuities and sales tax on these items often go overlooked when clients are figuring out their budgets. When the event is a wedding, rehearsal dinner costs, wedding clothes, favors for the guests, ceremony musicians and officiant may also add to the costs.

There is definitely a balancing act that occurs between the two biggest expenses: site rental and food/bar. As most people choose to book a venue first (before evaluating all costs!), frequently the majority of their budget goes to site rental. They then become locked-in to using a sub par vendor for food and bar, with disappointing results. My point is to take the time to learn all of your options, and call some caterers before booking your site. What good is the experience of a fabulous venue if you are going to serve sub par food to your guests? A high quality caterer will make your event a memorable, glitch-free experience for you, as well as for your guests.

My advice when planning a party? Determine a budget and keep it simple! A few phone calls can provide a valuable education, and most people in our industry are more than willing to take the time to walk you through. Discussions with event professional will provide you valuable budget information from multiple sources and give insight into the party planning process. A well developed concept of costs and components that go into an event will help you feel confident in making an informed decision. Try not to get overwhelmed, stay within your budget and trust your instincts.

Don’t lose sight of the main goal of the party: to bring everyone together to celebrate with you over food and drink.