Event Recap 3/3: Make It Work!

Making YourBudget Work

Whether your budget is zero, two hundred, or two thousand… we can all agree that there are times where we need to stretch the budget a bit further.  It may be for a particular event, or the ministry budget as a whole.  Here are some tips to help you make your budget work for you.

  • Our previous article spoke to working with what you have.  You will be surprised what supplies and resources are just laying around in people’s homes and garages.  Often, we just need to ask.  If we do not allow our needs to be known, those who can fulfill those needs have no idea their help is needed. 
  • When budgeting for a large event, created the budget based on half the expected attendance.  For example if you want to have a special speaker banquet for 100 women, at $30 per ticket:  Your budget should be based on 50 women at $30 each, or $1500.  This way you know that your whole event is paid at the moment the 50th woman registers your event is covered.  Any registration above that provides funds that can go into the ministry budget, or for something extra special for the event attendees.  I will often create two budgets for large events. The 1st budget is what I absolutely must have “event budget”, and then the second budget includes my big dreams.  As money becomes available, I’ll start pulling items from the dream budget into the event budget.
  • For smaller events, or low cost events, considering rounding up the registration.  Let’s say you are having an event that costs $8 per woman, round up the registration to $10.  That $2 per person will add up over time and help build up the budget.  But, it also gives an opportunity to stretch the budget further to include scholarships for those who want to attend the event but may not be able to afford it.  Or, a buffer to cover any unexpected costs.
  • Use fundraiser events that don’t require any upfront money… where you can take orders for products.  Or, host events that cost you nothing to set up (like a craft fair, shopping boutique night) and people pay to attend or you get a % of sales.  A local MOPS group set up a fundraiser with a local restaurant where they would get a % of the sales from a set date/time as long as the guests mentioned the MOPS group name.  You can sell Tshirts with the ministry logo/verse, catalog sales, etc.
  • Look for event sponsors to cover costs or provide specific goods/services.   At a mother daughter tea, we had a local nursery set up some gorgeous plants with a bench for taking mom/daughter photos.  They did this for free, and placed a sign off to the side letting the guests know they sponsored the photo spot.
  • Take an offering or find a patron who supports your ministry to offset expenses the budget doesn’t cover.
  • Think ahead.  If you know that you have a Christmas Tea each year, watch for after Christmas sales on décor, plates, etc. that you can use for the next tea.  If you have Mother’s Day luncheon, watch for small favors or even gift baskets that go on clearance after Mother’s Day, and save them up for the next year.   Plan craft days around what items you crafty ladies find in the clearance bins at the local craft stores.
  • Check craigslist, ebay, and other sales sites for items you may need.  Many women will sell off their décor/supplies from their weddings, birthday parties, showers, etc instead of storing them.   I’ve seen everything from centerpieces to table cloths and chair covers.  It’s already themed too, which is great for those of us who are less creative.
  • Don’t forget your ministry is under the church (or other organizations), which means you are tax free!  Bring a copy of your tax free certificate when making ministry purchases, and some stores (like Hobby Lobby) will offer you an additional % off your purchase.
  • If you are ordering a large quantity of supplies, favors, books, etc. make sure to inquire about bulk discounts on single items.  I’ve even had luck calling manufacturers directly and getting items at wholesale prices.  Never hurts to ask!
  • Charge for events, when appropriate.  This may be charging for those using childcare ($2 -$5), charging a small registration ($5) plus bring a dish to share.  Just remember if you are going to charge, then you do not take an offering.
  • You can stretch a budget by sticking to it, if you overspend in one area you will have to make cuts in another.
  • Invest in reusable décor items instead of making new purchases for every event.  Linen table cloths, a simple centerpiece that you can embellish for holidays/themes.  If you have the same event each year (Mother’s Day tea or Christmas Brunch) you can actually save money by purchasing linens vs. renting them.
  • Coordinate with other ministries, perhaps there are items to purchase that can be shared and thus the expense can be shared.  A Women’s Ministry and MOPS ministry could share many staple decorations or supplies.
  • What are items within the church that you can use?  Can you use the copier or laminator?  There may be a stash of décor hidden away from previous years that can be brought back to life!
  • For events outside the church, remember to ask about group discounts.  Usually groups of 20 or more can get discounted rates for conferences, painting nights, and other such events.  If having a ladies night out at a local restaurant, you can often lessen the cost by having a set menu to choose from versus allowing them to order off the menu.

Share your ideas for extending, stretching or creating added funds to your ministry budget.  How do you make it work?

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