DEVENT — Event planning by Dprime

DEVENT planning resources

Allowing for Unexpected Event Costs

Keep a visible reserve for uncertain event items and avoid treating it as permission to increase every supplier order.

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Identify what is uncertain

List unresolved quantities, delivery charges or weather-related hire options. Ask suppliers for those details before deciding how large a reserve fits your particular event. There is no universal allowance that makes every plan complete.

Move actual costs out of the reserve

When an extra is agreed, record it as a real budget item and reduce the remaining reserve in your planning notes. Avoid adding the same extra to both the original supplier total and a new expense.

Worked example · illustrative details

A sample A$1,000 reserve

A base plan of A$10,000 plus a chosen A$1,000 reserve gives a working limit of A$11,000. An agreed A$300 extra uses part of that reserve, leaving A$700. The reserve is an example choice, not a recommended percentage.

Illustrative figures in AUD

ItemAmount
Base plan$10,000
Initial reserve$1,000
Working limit$11,000
Remaining reserve$700

Sample amounts only. Confirm actual quotes and inclusions with your suppliers.

Your next steps

  1. Gather the current quote or agreement for the items discussed above.
  2. Check quantities, inclusions and payment evidence with the supplier.
  3. Record the agreed figures in Budget and review the changed totals.
  4. Use Reports for a dated export when your team needs a handover.

Keep the next step connected

Event budget planner in Australian dollarsPlan event expenses, review supplier quotes and track recorded costs alongside your guests and event tasks.Event planning tasks and timelineKeep event preparation tasks and the event-day schedule connected in one organiser workspace.Event guest list managerOrganise households, guest names, bride and groom sides, attendance and reserved places in one event guest list.

Continue planning

How Online RSVPs WorkUnderstand the journey from a household’s private invitation link to a saved attendance response.Managing Family RSVPsKeep one household invitation while recording which named family members will attend.Collecting Meal Choices and Dietary NotesCollect useful food information from guests and communicate the relevant requirements to your caterer.Preparing a Guest List for DEVENTClean up an existing spreadsheet before entering households and named guests in DEVENT.

Explore DEVENT before choosing your plan

Try sample tools and review current access, plan availability and automatic communication requirements.

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