Budgeting is not really your thing. And to make matters worse, we know that even a solid sense of organization is not enough to protect ourselves from the series of unforeseen events that define events. This was confirmed to us by event project managers UNEXPECTED, in an article where they revealed to you behind the scenes of their job.

If it is impossible for you to reduce it to nothing, you can minimize the risk of unpleasant surprises concerning the estimated budget of your event. To help you do this, we have identified the costs that our customers too often tend to overlook or even forget.

1. The technique 💡

The technique includes light, sound, structures... This cost varies according to each location and the constraints associated with it. It is very complicated to estimate without a quote.

For example, speaking in an unequipped place will cost at least €3,000. This price includes the assembly of a stage, a sound system adapted to the space and the number of participants, a broadcast screen, technical control, technicians...

These amounts are not negligible: do not leave them to chance! Inquire at the venue selected on existing equipment, and on the cost of any equipment that may need to be added.

2. Assembly and disassembly time 🎪

Let's start with the idea that your event is an evening, starting at 8 p.m. and ending at 2 a.m. So it will last 6 hours. Many make the mistake of thinking that this is also the length of time they will be booking and paying for their venue. In reality, the rental of the place must include the time of assembling/disassembling, which can easily double the grade!

If your event requires 1 day of assembly and half a day of dismantling, these additional hours will also be invoiced. So, even if the event itself only lasts 6 hours, 2 days will be invoiced by the venue.

The same goes for the service providers who will be on site.. Remember that most will need to come first to get ready and that they will leave much later than your guests, time to tidy up.

3. The staff 👨 ‍ ✈️

Will you need...

• One or more hostesses (around €25 per hour) to ensure the reception and/or cloakroom for your event?
• One security service (packages around 250€/7h)
• One valet (around 400€/valet managing 10 to 15 cars)?
• One production manager (around €50/hour)?
• One logistics manager (around €50/hour)?

List all the people who will contribute, in one way or another, to the success of your event.

4. The various production costs 💸

These production costs are so varied that we are pretty sure that you will have forgotten a few in your estimated budget. For example, the price:

• Of the accommodation
• From renting a truck
• Parking (for your guests; for you, time to pick up this or that...)
• From the suppliers' meal
• Logistics (plane or train ticket, courier, storage costs...)
• From the move of the pre-event visit
• Of a courier
• Supplies for small jobs, such as a drill or a cutter.

We advise you to plan at least a few hundred euros, or even several thousand depending on the size of the event.

5. The unexpected 🤯

There will (almost) always be last-minute needs : express orders, a supplement from a service provider for an X or Y reason, breakage or theft during the event, more participants than expected... The atmosphere of the event may encourage you to get additional bottles of champagne or to ask certain service providers to work an additional hour or two. Ditto for the place, which may in this case be able to close its doors a little later.

On average, these contingencies represent between 5 and 10% of the total budget : take them into account!

6. Agency fees 🦸 ‍ ♀️

If you delegate the organization of your event, the expertise and creativity of the agency that you have chosen will logically be invoiced. On paper, an event by an agency is more expensive. That's the theory...

7. Internal organization time ⌚

In practice, time is money. Organizing an internal event is an indirect cost, since the person (s) in charge will not be devoting themselves to other tasks during this period. You have to be aware of this from the start.

Are you organizing your event yourself? Carefully read our Checklist of 100 questions to ask yourself when preparing for a corporate event !

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A well-planned budget will be a much easier budget to stick to! This is one of the exercises that the UNEXPECTED team is very used to. So why not rely on our expertise and make the most of this upcoming event as you deserve? Send us your brief right now in order to create an event as unique as your business!