Event hosting can be as intimidating as it is fun. The designing, brainstorming, and creating is one thing. Executing without breaking the bank is quite another. It’s a skill that requires developing like any other. Everything in life has gotten more expensive, and our paychecks and pocketbooks never seem to keep up. Taylor and I firmly believe however, that with a little creativity and some prime prioritization- you can still absolutely host get-togethers, parties, events, and soirees that people will remember without overcommitting yourself. There is pride to be had in creating intentional events while honoring a budget.

Don’t get me wrong- all artists dream of creating amazing art and experiences where they can let their creativity run wild and not be limited by finances, and we’re no different. However, even more so- we love creating unique events for real people. People like us who do have budgets and limitations. There is a specific type of creativity that comes into play when you begin to ask, ‘how much can I do with how little?’. Everybody can learn to be an amazing host, and today I’d like to start sharing the basics.

Setting Your Main Budget:

This technically stating the obvious, but it is the most important step. Set a realistic budget, not a budget that’s going to have you waking up in cold sweats in the middle of the night because you have this idea and it just has to be ‘go big or go home’. I have been there, and I am telling you- the trade off is not worth it.

Define what kind of Event You’re Hosting:

We’re going to prioritize different things depending on what kind of event we’re hosting, so this step is important. A more formal event with a high head count might sacrifice elaborate décor for a bartending service with one to two bartenders, whereas as small or medium get together like an evening soiree or an afternoon cocktail event can focus a bit more on the table accents and décor. A child’s birthday party doesn’t need a huge food budget, but it does warrant more of a focus on décor or activities and things that will grab and hold attention.

The Scenario:

Event planning and hosting to me, is really only half about your own idea and vision. At its heart, it’s about hospitality and pouring in to others. The only thing that really requires is knowing your guests or friends and designing something for them.

To show this better so I’m not just throwing vague guidelines at you, I’m going to give you an imaginary scenario and we’ll use this to build context throughout the rest of this exercise.

let’s say we are planning an evening anniversary party. They’re a social family and love having people over. Their house is set up for entertaining, and they have a beautiful backyard, so we don’t need to factor in a venue. Our budget is $500 for 35 people. The couple is in their late 50’s and are celebrating their 30^th wedding anniversary. It’s a classy group and they want elevated but not stuffy. Smart- Casual. Not a full dinner, but upscale small bites and cocktails. It’s a 4 hour event and they want some structure for the evening, but nothing overly rigid.

Section Out Your Budget:

Decide what is most important to you based on the type of event you have defined. Before you go through Pinterest with the vengeance of a PTA mom, take some time to portion out your budget into different categories. Do this first. This will help avoid unreasonable expectations. Its easier to not overextend yourself if you have a hard number in your head.

I find the “cash envelopes” method as useful now as it was in college for making sure I do not overspend. This can be trickier if you are planning an event over a longer period of time like a wedding, but for smaller events it’s great. If not, just make sure to keep track of receipts. If you go over in one area, you’ll have to move money from another.

Again, I say that excellent hospitality is about prioritizing and anticipating the comfort of your guests. Thinking about the kind of people/ the people in attendance and what is going to be most important to them. That may just be whoever you are having over if you are the host. Or, in the case of the wedding anniversary it’s a combination of meeting the requests of the couple while anticipating the wants and flow of their guests as well.

With our anniversary scenario I would outline something like this:

• Food: 30% or $150
• Cocktails/Beverage: 30% or $150
• Rentals: 30% or $150
• Décor: 10% or $50
• Entertainment: 0% or $0

Let’s go over the reasoning behind each category below so we can get into the nitty gritty of it.

Food Budget:

This couple doesn’t want a full sit-down meal, but they do want some light bites. Think Hor d’ Oeuvres, Sexy Charcuterie, Cocktail bites, and Petite Fours. Depending on your priorities and skill set you can either make these yourself using the $150 to purchase in ingredients or you can split this 60/40 between two vendors to do savories and sweets. Or you can find someone like us, that will help you design both within that budget.

Let’s say in this case the couple or their party planning daughter didn’t want the stress of being responsible for the day-of cooking so they hired us to do a small grazing table with charcuterie, appetizers, and some crostinis as well as a mini dessert table with macarons, eclairs, lemon tartlets. While it requires some creativity- it IS doable with $150.

Cocktails/ Beverages:

This couple is focused more on hospitality and service, so it’s worth reducing the food budget to have a bartender present. This way the couple are free to focus on their guests and celebrating their anniversary, not mixing drinks. AND they get that extra swanky feeling or service. 25 people is EASILY handled by a single bartender, so no need to have a second, and this couple didn’t need or want a crazy full bar- wine and 2 signature cocktails. A red wine, a white wine, a beer option, whisky, tequila, some juice & mixers and you have all you need for a number of drink possibilities at your fingertips.

The couple does have an outdoor bar in their backyard so the bartender didn’t need to bring a set-up, which helps reduce the cost.

Rentals:

This couple cares a bit more about the ambiance and having a little bit of elevation. They don’t want disposable plates and forks but they don’t have fancy China that isn’t Christmas themed. While they have plenty of seating, they do need 2 small tables and some linens to make them look sharp for their small bites and desserts.

In this case we’re going to reach out to a company like Cranberry Sky Rentals and rent some elegant serving wear pieces, and some flat wear, either using an A la Carte option or a small package like their “shower” option. This gives us access to finer quality dishes in an environmentally friendly way, without breaking the bank or needing to store them afterwards.

Décor:

In this scenario, we are leaning into the ambiance of their backyard since they already designed it with an eye to having guests. The couple has a fire pit, string lights, a pergola/trellis covered in honeysuckle, and a gorgeous garden with a small pond.

We don’t need much for this event, just a bit of personality for centerpieces on the tables in the backyard. If you want something really unique that might require some DIYing we will always suggest thrifting and repurposing (YES, even for elevated events!!!). This option allows you to keep it afterwards if it’s something you really love. The other option would be to move this money into your “rentals” budget and rent some centerpieces from someone like Cranberry Sky. Again, this makes it more environmentally friendly, and reduces your need to keep things afterwards.

Candles, candelabras, small table runners, or vintage vases make excellent options. Let the space do the work and highlight as needed.

Entertainment:

While this couple wants some structure to their event, we’re hosting a mature group of people. Unlike a child’s birthday party- where some of your hospitality might need to be funneled into organized entertainment in the form of experiences, or possibly into craft supplies- this group doesn’t need it.

The Couple plans to project the pictures and video of their wedding onto an outdoor screen, allowing for some loose and light entertainment, and freeing up 100% of the budget for the things that really need it.

How to apply this budget model to other events:

This is a relatively small event and is easily broken down into those 5 categories. If the event is bigger- say, a wedding- it may be easier or more prudent to have more specific categories. I.e. photographer, dress, favors, etc.

You are still going to need to start by defining the style of the event, set an overall budget, and then prioritize which items need the most attention to get the most bang for your buck so that you don’t accidentally overspend in an area that isn’t important to you.

Maximizing Benefits for an Efficient Budget:

There is a difference between having a budget, and having an efficient budget that works as hard as you do. An efficient budget almost does the work for you. This comes back to knowing your clients and both parties having clear expectations. You can’t execute an unclear vision, and sometimes people need guidance with this.

What do I mean by that? The more aligned the event is with the lifestyle of the people designing/ hiring/ host/ or executing- the less gaps you will have to fill, and the more you can make of each area of the design.

For instance, in that scenario we discussed, the only thing that could have made that budget even BETTER, is if the clients were the kind of people that already had serving ware/dishes they wanted to use, eliminating the need for rentals and widening their food, décor, or beverage budget.

Think how hard it would be to host a tiki party in a barn. Not that it can’t be done- but that you’re going to have to stretch things to reach the ambiance you’re going for. The best thing you can do for your budget is to maximize your space- whether that is renting a space that feeds your ambiance, or reverse engineering and creating a “style” that matches the space, the less class you have the more wiggle room.

As another example, when I got married and we designed my Forest Fairytale wedding I envisioned big trees and lots & lots of flowers, little hidden walkways that would be great for pictures, and a space that would feel like you stepped right on the boundary between your grandma’s garden and the fae realm in the forest. If you have ever purchased flowers you know that they are EXPENSIVE (and worth every penny). To get the kind of florals and greenery that I had in my head would have required me to chew off an arm, or something equally dear to me.

Instead, we looked for a venue that had an abundance of natural greenery. This led us to Paul George at Moon Mountain Lodge, who has designed what is in my opinion one the most versatile, accommodating, greenery abundant venues in the state. His intentional and well thought out landscape hugely minimized additional purchases and instead allowed me to lean into the landscape and only purchase the florals I really needed.

If you have a Thrifty budget, get Thrifting.

I mean this literally, and the more time you give yourself- the better. Finding the right pieces can be difficult and may take several trips. If you’re new to thrifting, you’ll want to check out Taylor’s article on thrifting for beginners to learn how to set yourself some guide rules.

Goodwill’s & Value Villages are a great place to start, however we always encourage yard sales and local thrift stores when possible. Check out google maps and see what pops up for secondhand stores and thrift stores near you.

If you are a Snohomish or Skagit valley local we love:

• Arlington Pickers
• Bits & Pieces
• Strike Your Fancy
• Stilly Thrift Shop
• Found it
• Bargains Galore Thrift Store
• Again Thrift Shop
• Red Door Antique Mall
• Marysville Value Village
• Mt. Vernon Goodwill

Craft Stores are a Budget’s best Friend

Before you hit ‘add to cart’ on all the décor pieces of your dreams, ask yourself Taylor’s favorite question “how hard could it be?”. No really, ask yourself though- and be honest about the answers.

Take a look at your design wants and needs with a critical eye. A LOT of centerpieces, decorations, and detail work can be DIY’d with time, planning, hot glue, and a few well placed youtube videos.

HOWEVER! Know your limitations. Some things are just better left to a professional. If you think you are biting off more than you can chew- you probably are. You can teach yourself a lot, but play to your strengths. If you know you’re a terrible sewer- then the time to test that is probably not on your wedding veil, ya feel me?

The Bottom Line

Budgeting-like any other skill- is something that anybody can learn with practice. It sounds easy to say to yourself “set an amount, and don’t go over it. Prioritize.” But it’s quite another to do it, the world is expensive- we feel you.

Stick to your guidelines, and flex your creative muscles! With enough creativity, you can in fact, do pretty much anything you want. Remember that at the end of the day, hosting is about hospitality- and what people are really going to remember is how you made them feel. Focus on serving your guests, make them feel welcome, comfortable, and cared for and you can’t go wrong.

Have fun!

Mikaela

Happy Saturday Guild Members! Today we have an exciting announcement! This year and going forward we have partnered with Emerald Hour to bring you more sustainable and mindfully focused weddings and events.

You already know that planning sustainable events is near and dear to our hearts from our previous posts on wedding sustainability and creating heirloom pieces. Our partnership with Emerald Hour will allow us to elevate that in the coming months and years.

What Emerald Hour Does

Emerald Hour Strives to build an inclusive community of environmentally mindful wedding professionals. They create and share tools and “best practices” to foster more sustainable businesses with the long-term goal of inspiring a cultural shift away from the wedding industries wasteful status quo.

Emerald Hour offers workshops for continuing education and hosts social events for vendors to meet and swap ideas. Like us, they believe we are better together and can grow more effectively when we are in collaboration instead of competition. Emerald Hour also provides a list of carefully vetted vendors with sustainable practices. They also offer a guide if you are planning an event and aren’t sure where to start.

What this Means for the Guild

Up front, this won’t change much for our clients and fellow guild members. Our current services, products, and prices won’t change. Over time, our partnership with Emerald Hour will create room to grow a more knowledgeable team. We’ll have a larger group of trusted vendors we can connect you with. A bigger support network for us, means more support for you as well.

In the coming months, it will also expand what services we are able to offer as well as elevate the level of service we currently provide. A more knowledgeable team on our end means more that we can pass on to you in every aspect of our business.

This is the next exciting step in our promise to our clients, community, and environment to continue to be better today than we were yesterday.

Planning an Event or Wedding?

We would love to chat and see if we can help you bring your vision to life! Swing by our Services page to see what we offer or reach out for a free consultation. We also highly suggest you check out Emerald Hour’s Approved Vendor List as well as their Guide of Green Swaps for couple who are in the midst of planning themselves.

We’re excited for a greener future. We’ll see you on the battlefield!

All the best,

Mikaela & Taylor

Happy Friday! With bridal season starting back up, and us working on a few events for this year, sustainable event planning has been on the forefront of our mind lately. Event hosting (especially weddings) can be a big source of waste if we’re not mindful. In many cases, things are purchased, used once, and discarded. Its never sat well with us, and that’s part of the idea behind the kind of events that RavenWerks wants to host. Today we want to share ways to help you plan a more sustainable wedding.

The Green Bride Guide states that the average wedding produces 400 lbs of garbage and 63 tons of CO2. With an estimated 2.5 million weddings per year, that is about 1 billion lbs of trash and as many emissions as approximately 4 people would produce in a year, in just one single day (link).

Consider Reusable Décor

This can mean a lot of things. You could go the route of renting, which means it doesn’t end up in a landfill, and you don’t have to store it afterwards. There are a lot of different services out there that provide linens and specialty dishware as well as other things.

If you have a very niche theme, this can seem more intimidating, but don’t let that deter you. You can do a lot if you’re creative enough. If you’re a Washington local you can also reach out to us, that’s kind of what we do. We love to help create custom events for alternative décor styles and take the stress off of you. You can learn more about that process (here).

Create Legacy Pieces

Another idea in this area is to choose décor that you can reuse in your home later. As an example, I planned on reusing all the frames we made for my wedding to display our wedding photos in our home. It worked out really well, and I now have a really unique collage full of memorabilia. We turned the silk flowers we used for part of our decor into a chandelier in our dining room. My gnomes are now in my garden, and my D&D dice are, well, my D&D dice. A more sustainable wedding doesn’t have to mean that you skip out on creating an intentional experience.

Donating Decor

You can also donate your wedding décor if it’s something that isn’t name specific. Thrift stores are always an option. But a lot of wedding planning companies also take donations to help them build their inventory of what they can offer to others. You just need to find a planner/ rental company that matches your style of décor. If you have décor that matches their style you can support a small business and keep things out of landfills. If you’d like to donate, you can reach out to us at info@ravenwerksguild.com.

Hire Sustainable vendors

Your vendors and the people helping you on wedding day are a huge factor in how much waste is produced. Talk to your vendors as you book about what their practices are like (I know, it’s one more thing to consider, but it’s worth it). Some states and areas even have vendor groups of companies that are vetted. Zola and the Knot have a filter you can use if you are using a service. If you’re a Washingtonian, check out Emerald Hour Wedding Society, they offer amazing information.

In some ways, the easiest thing you can do to plan a more sustainable wedding is hire vendors that have practices in place, as that is where the bulk of wedding waste is.

Let your Bridesmaids/ Groomsmen Thrift their Attire

This can be harder to do for groomsmen depending on your style. However, where possible I highly recommend it. Another back up is to rent it, especially if you’re going more formal. This is one of the simplest things you can do on this list.

The days of mandatory matching dresses are over. Many modern weddings opt to have bridesmaids all wear different dresses in the same color or color palette. With the way the fast fashion industry contributes to ladfills and carbon emissions, I strongly urge brides to let their bridesmaid’s thrift or buy consignment for their gowns. Being a bridesmaid can be expensive and that can be hard for friends; even if your best friend wants to help on your big day. Allowing your friends to thrift their clothing can also make things less stressful for them. It can also make for a fun wedding activity to do together.

This helps merge a more sustainable wedding with a touch of individuality. AND it ensures that each of your bridesmaids will get to wear something that they feel comfortable and good about themselves in. Very few things are worse than being forced into clothing that makes you feel exposed or bad about yourself for hours on end in front of lots of people. Especially when you KNOW pictures are going to be taken that will probably be on someones wall for all time.

Shop Consignment for Your Wedding Gown.

Don’t freak. I know that for some people and cultural groups there are superstitions around this (mine included because I had to have this conversation with my mom). But consider for a moment the environmental fallout from how many wedding dresses are thrown away every year. It’s momunmental the number of dresses that are purchased to be worn once and never put on again. There are also the millions of dresses that never get purchased, and get discarded.

Consignment is not what many people think it is. Many consignment boutiques do carry local consignment (dresses that have been worn by brides and then consigned). These dresses are vetted thoroughly for condition, style, and quality. Additionally, most consignment boutiques mostly carry over stock and discontinued sample dresses. Meaning they are typically only a year old and have never been in an actual wedding, just a show room floor.

This is not only a way for you to help keep something out of a landfill, and support a small business, but also save money planning your wedding. Most consignment bridal shops are selling 20-40% off original retail. You can always tweak your dress in alterations and then you still get the option of keeping your dress after, or consigning it back if you want to recoupe some money.

In Washington, we love Astraea Bridal in Mt Vernon (we’re biased, that’s where I bought my dress and sometimes help out at). Laura, Leslie, and Megan really know what their doing and create an amazing personalized experiences that really make you feel comfortable and safe. We’ve also heard great things about Brides for a Cause in Seattle, if you’re more in that area.

Consider your paper waste

Is all the paper necessary? Do you need a program, and place holders, and a pamphlet about the bridal party? Pare down what isn’t applicable to you. It’s always been weird to us that in a world where we understand that we use far too much paper, we still hold on to certain wasteful practices in the name of tradition. Companies like Zola and the Knot also allow you to have people RSVP online. This not only saves you from having to manually count and keep track of your answers, it also eliminates RSVP cards.

What stationery you do need, go for natural fibers and recyclable material. Or consider compostable materials and seed papers. They are still high quality, and heavier weight papers, but without as negative of an impact to the environment. Planning a sustainable wedding doesn’t have to mean that you use NO paper, just be smart about what you choose.

Transportation and Venue

A seemingly smaller thing to consider is cutting down your guest list if possible. This reduces your costs, but also the per capita waste on every single thing in your wedding. Less food, less party favors, less paper products etc.

Another thing is to have your ceremony and reception in the same place if you’re not getting married in a church or religious building. This cuts down on carbon emissions from having to shuffle everyone around (and saves you from having to organize transportation as an added bonus).

Tackle Your Registry with Intentionality

While some very established couples choose to forgo a registry altogether, being environmentally conscious and choosing to plan a more sustainable wedding, doesn’t mean you have to. There a number of things you can do to make this more eco-forward.

Look into a company like Everlastly. This company offers more traditional wedding registry items for couples that still need the more traditional things. However, they are sustainably made, transparently rated, and vetted through a process designed to promote honesty from vendors. We love them.

You should also consider what you need and what you don’t, and talk to your guests. We know that talking to people about asking for gifts is an uncomfortable topic for a lot of people, we totally get it. But it doesn’t have to be if done with authenticity.

A lot of people will just buy something from the traditional wedding gift list if they aren’t sure what to do. When putting your registry together consider things in your life that you really want or need. Many online registries will allow you to open group gifts so people can contribute to something bigger that you may need instead of a butter dish that you only pull out once when they’re over.

Consider what your goals are as a couple.

If you both decide you don’t really need anything, be transparent with your guests about that. “We don’t really need more stuff, your presence is all we need. However if you really want to contribute to the start of our next step ________blank is really important to us and we’re saving for __________.” Maybe you’re both working to pay off student loans, or purchase a home. Maybe you haven’t taken a trip in forever and you’d really love to take a special trip. Letting guests that want to give you something for your wedding, contribute to something bigger that is important to the two of you is a perfectly acceptable thing to do.

Consider your Flowers

There are two different approaches to this. One is to go the Wooden flowers route then you have a unique way to keep and preserve your flowers. If you’re like me and still just want the simplicity of natural flowers, the other option is to make sure that you are picking local, in season florals. This is better for the natural grow cycle, supports local business, and cuts down on CO2 emissions as the travel for transport of imported flowers is eliminated. This in part comes back to your vendors. Have a conversation with your florist about where they get their product from and who their suppliers are.

If you go the second route, then they are either compostable, organic material, which goes right back to mother earth or you can have them dried or preserved if you’re more of a memorabilia person.

Dinner Ware

Depending on your style, this might have a bit of overlap with “vendors”, however, it bears mentioning.

If you are having a more formal get together, consider renting dishes or see if your venue will provide them. We’ve seen a few people do the thrifted unique dishes as well which is really quirky depending on your theme, and what your plan for them afterwards is.

If you’re having an outside wedding, or something a bit more laid back (but still nice and put together), opt for compostable dishes over regular disposable paper or plastic. Many paper plates aren’t compostable or recyclable because of the coating on them. Plastic ware finds itself in the same boat. Compostables have come a long way and there are a number of different styles and types available that range from uber casual to natural or more polished looking. You can even buy them on amazon if you aren’t sure where to start.

Consider your Wedding Favors

Many couples are choosing to forgo this part of a wedding altogether, and we’re totally here for simplifying and minimizing the consumer behemoth that has become commercialized weddings.

However, my inner Hobbit’s need for elevated hospitality completely understands the decision to cut a different part of the wedding in favor thanking my guests. At the same time, it’s silly to waste your money on something that honestly nobody needs, will cost you money, and end up in a landfill (we’re talking to you overpriced bride and groom wineglass. We don’t really need dinnerware with someone else’s name on it).

There are some really unique and environmentally friendly ways to express gratitude to your guests for coming. Put your heads together for something inexpensive that is reflective of you, and the authenticity will make it mean more to your guests as well. If it’s handmade or edible- even better.

A Few Favorites We’ve Seen

• Miniature loose leaf local teas with honey sticks
• Reuseable aromatherapy heat packs
• Little wooden Ornaments
• Custom Cookies
• Hand rolled candles.
• A print of the bride and grooms favorite picture with each of the guests (these we’re printed at Walgreens with a little note. We’ve also seen a variation of this done as a cool thank you note- the bride and groom’s favorite picture from their wedding with each guest for their thank you cards).
• Chocolate truffles
• Homemade preserves
• Tiny soaps
• Little succulents
• Sample jars of honey
• Sample bags of coffee
• Homemade bird seed ornaments
• Little air plants
• Pet rocks (this sounds bizarre but it was weirdly adorable and people were tickled)
• Evergreen seedlings

Rethink Your Send Off

If you’re doing a formal send off or goodbye, there are a couple versions we wish people would skip for various reasons. Please don’t use rice. Despite being biodegradable, birds eat it and it’s really terrible for them, it can even kill them. Skip the glitter and plastic confetti. Quite frankly, glitter is an abomination and people shouldn’t use it for anything. A quick google search will reveal the tip of the iceberg where the hazards of microplastics are concerned, but the far reaching consequences of them goes even deeper.

Try opting instead for dried flowers like lavender, or jasmine. Paper confetti is also an option if you get a compostable or non-acidic type. We’ve seen bird seed used and we also knew a couple that had a wedding in the fall and hole punched dried leaves for confetti, which was really unique.

In Our Opinion

Weddings should be intentional, personal, and unique. While yes, you are hosting an event you are also celebrating a major life-decision, step, and life long commitment. You are celebrating your relationship with your best friend and partner. There are so many possibilities and ways to make things unique even on a budget. As passionate about that as we are, we truly don’t believe that doing that requires us to sacrifice on our ethics, or the environment.

These are our favorite ways to incorporate sustainability into planning a beautiful wedding (that will hopefully take some of the strain off your pocketbook as well). This list is by no means comprehensive, and we’d love to hear your ideas as well. You never know who else you could help (and of course the planet). We’re constantly striving to improve our services and the way we do business. Collaboration and education is a big part of that.  Let us know if there is something else people can do to lessen the environmental impact that hosting a wedding can have.

All the best, Always,

Mikaela