Partying on a budget

Yesterday, I went to a friend's birthday party. The night before, he asked me to help him count the number of beers and drinks that came out. However, I arrived late and the only thing I could do is do a head count on people that arrived.


END RESULT: Over the budget


Here are a few things that went wrong:

• The number of guests that arrived weren't correctly monitored
• The drinks that came out wasn't monitored by anyone
• Everyone seemed confused as to what they could order

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Problem 1:  The number of guest that arrived at the party. 


We were expecting approximately 30~50 people. Here in the Philippines that is rummage to the amount of people you would have at a party. Some people celebrate, their birthday for example, lasting a whole week, due to all the people they know. Well, as it wasn't a private party (closing the bar up to only accommodate the guest at the party), people who weren't guests were there as well. There had been no way to know who was coming in that were guests.

Possible solution for problem number 1: Have a guest list. 

Before the day list down the people you have invited and the people that had confirmed to go. Try to use that list at the party by having them wear a special pin or emblem to symbolize that they are with the party.

Yes, I know there would be people who may not show up or people that may not RSVP but still go. This is where a leeway is needed. 10 free slots must be given but it must only be used if given a go signal by the celebrant.

Have someone at the door to check the list and give the marker.

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Problem 2: Drinks and food were being served without the knowledge of the person having the party. 

One of the worst thing that could happen at a party is not having enough food or booze (I'm border line alcoholic remember). Last nights party needed a few things as to the distribution of drinks and food. We were given 2 bottles of mixed drinks and 2 buckets of San mig lights. This honestly wasn't enough, but as for me thinking about the number of guest at the party and the amount set for the budget, I needed to be a bit conscious of what to order in the given situation. People at the party were ordering left and right and I could see that the waiters were scuffling around attending to all the guest.

When we finished our beers, I asked one of the waiters on how much alcohol was left for guests. To my surprise he answered "I DON'T KNOW." I told him to check and ask the other waiters, but none of them could give me a direct answer.

Possible solution for problem number 2: Organize and then distribute

When on a strict budget make sure that you know what is being taken under your name. A sure way of knowing this is to have them placed in a separate area. 

Let's say for example the party will only be serving 20 buckets of beer. 20 buckets would be 120 bottles usually. Have 10 buckets ready at the counter to be distributed at the beginning of the party. Once this has been consumed check the number of beers. Sign for it, if need be.,to be able to see how many have gone out.

Have the waiters/servers give you an update and have it all listed down. Have a master list. Tell all the servers that before they give out any more they would need to check the list, mark that they will be getting another one and then inform YOU (the person having the party) on the remaining amount. 

If this exceeds the planned number, you would need to be informed BEFORE they give it out. Once this is done you will be sure that you are controlling the budget.

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Problem 3: Guests were unsure as to what was going to be given.

At the party, all mostly knew that alcohol was going to be present. That was a given as we were at a bar. People just kept ordering asking for more alcohol and some even asking for food (I actually saw this at one of the tables. NOT OURS of course)

From the plan the supposedly served things were per table was a mixed drink, a bucket of beers (as said above) and a party platter (peanuts in a cocktail glass, fries, hot dog bites on toothpicks and cheese sticks). People were just drinking too much and having a good time not knowing that the celebrant was already problematic as he was realizing how much money he might end up paying.

Possible solution for problem number 3: Have the waiters inform the guests.

Having the waiters inform the guests of  anything ordered outside the given would be shouldered by them. BUT of course this is if you are really trying to stick with the budget you have. It isn't a loss if you would also inform them that it's what you can afford. 

There will be people who would be shameless or in Filipino terminology "makapal ang mukha" but then again it's your party and everything would be now under your digression. Telling the guest what they can ask for would make them feel a bit more conscious as to what is only being given.

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I hope that people would learn from this and pass it on to people who may need it. ^____^

HAPPY PARTYING!