Advice from Our Experts: Emily Ailts
This segment will feature event experts from across Event Management, giving you insider knowledge so that you can make the most of your next event.
Our latest expert is Emily Ailts, Assistant General Manager in Event Management. We know budget is an important consideration for event planners, so we asked Emily how to host an incredible event without breaking the bank.
Emily’s advice is to be clear about your event budget from the beginning.
“One of the best ways Event Management can help event planners on a tight budget is by knowing what your event budget is from the very beginning of the planning process,” she said. “All events are unique and have different needs, and by sharing your budget early on, we can work closely with you to identify cost-effective options that still meet your ultimate event goals.”
This may include suggesting alternative menu items, adjusting event times or layouts to reduce staffing costs, recommending simplified setups, and eliminating non-essential elements that don’t impact the overall guest experience. Event Management has also recently introduced new AV and Gala packages [link] that deliver the same world-class service at a more affordable rate.
The most important thing to consider is your guests’ experience.
“When deciding where to cut costs versus where to invest, it’s important to first identify your event priorities. What elements will have the biggest impact on your guests’ experience,” said Emily. “We typically recommend investing in areas that directly affect guest comfort and engagement, like food, service, and audio-visual quality.”
On the other hand, décor, specialty rentals, and upgraded linens are areas where savings can often be made without diminishing the overall success of the event. Event Management can help you evaluate your event goals and make thoughtful adjustments that balance quality with budget.
Emily said that even small changes can go a long way in creating a great guest experience without increasing your budget.
“Using our linenless tables in Lerner and Faculty House instead of traditional linens can help reduce costs while maintaining a clean, polished look,” she said. “Investing in sustainable décor pieces that can be reused for multiple events is another smart way to save.”
Clear event communication can elevate the overall atmosphere and leave a lasting impression without adding significant expense. Simple touches like thoughtful signage, well-organized event flow, background music, and warm, attentive service also make a big difference in how guests feel. Event planners can also consider incorporating small but meaningful details like a welcome beverage – Emily suggests a fun mocktail.
Recently, Event Management hosted a high-end dinner that didn’t have the budget to provide floral centerpieces. To help, the team offered sustainable blue centerpieces and lamps: an affordable and eco-friendly way to elevate the look of the tables without breaking the bank.
Another recent example was an iconic Columbia College event that hosted hundreds of parents visiting from out of town. To help reduce catering costs, the team suggested offering the Columbia Combo, a great option for providing lunch to large groups. This allowed the event to serve delicious sandwiches while staying within budget.
“No matter the event or the budget, the Event Management team is always happy to collaborate and find creative solutions to make it a success,” said Emily. “And we’ll be by your side if any unexpected challenges come your way!”