Corporate Event Budget Template

Venue

Hotel ballroom or event centre (100–200 guests): $5,000 – $15,000 Hotel ballroom or event centre (200–400 guests): $12,000 – $30,000 Standalone event venue (100–300 guests): $4,000 – $12,000 Outdoor venue with infrastructure (tent, power, permits): $8,000 – $25,000 Office or company space: $0 – $2,000 (cleaning, setup)

Note: most hotel venues require a food and beverage minimum in addition to room rental. Confirm both numbers before comparing venues.

Catering

Working lunch or casual format: $25 – $50 per person Standing reception with passed appetizers: $45 – $80 per person Seated dinner (plated): $85 – $160 per person Bar service (hosted, per person, 3 hours): $30 – $60 per person Catering staff (per server, per event): $200 – $350 Venue F&B minimum (if applicable): variable — confirm with venue

Note: these prices are per-person rates for food and service. They do not include venue rental, which is typically billed separately.

AV and Production

Basic PA and projector setup: $1,500 – $4,000 Conference AV (PA, screens, confidence monitor, lighting): $6,000 – $15,000 Gala production (stage, staging lighting, full PA, LED screen): $15,000 – $40,000 Livestreaming setup (single camera, basic): $3,000 – $6,000 Livestreaming (multi-camera, professional): $8,000 – $20,000 AV technician (per day): $400 – $700

Note: AV costs scale significantly with the complexity of the setup. Get a detailed scope from your vendor, not just a day rate.

Entertainment and Programming

DJ (4-hour event): $1,200 – $3,000 Live band (4-hour event, 4–6 piece): $4,000 – $12,000 MC / host (professional): $1,500 – $5,000 Keynote speaker (local/regional): $2,000 – $10,000 Keynote speaker (national profile): $10,000 – $40,000 Activity facilitator (team building): $1,500 – $5,000 per session

Photography and Videography

Event photographer (half-day, edited gallery): $1,200 – $2,500 Event photographer (full day, edited gallery): $2,000 – $4,500 Highlight video reel (1–3 min, edited): $2,500 – $5,000 Full photo and video package: $4,000 – $9,000 Drone coverage (2–3 hours, licensed operator): $800 – $2,000 Social media content cuts (same-day delivery): $500 – $1,500 add-on

Materials and Logistics

Event signage (banners, directional, branded): $500 – $3,000 Name badges and registration materials: $200 – $1,000 Printed programs: $300 – $1,500 Floral and décor: $1,500 – $15,000 (highly variable) Guest transportation (chartered coach, per vehicle): $400 – $800 per trip Event insurance (per event): $300 – $1,500

Planning and Management Fees

Agency planning fee (small event, under $30K total): $3,000 – $6,000 Agency planning fee (mid-size event, $30K–$80K): $6,000 – $15,000 Agency planning fee (large production, $80K+): $12,000 – $30,000+

Note: these are planning and management fees for professional event agency services. They are separate from all vendor costs, which are pass-through. Some agencies charge a percentage of total event cost; others charge a flat project fee. Confirm the structure before engagement.

Contingency

Standard contingency: 10 to 15 percent of total budget

Contingency covers cost increases from vendor scope changes, last-minute additions, and items that were not anticipated in the original brief. Events without contingency regularly run over budget at the point of final invoice. Build it in from the start.

A budget is only useful if you review it regularly against actual commitments. Update the budget every time a vendor quote is confirmed or a contract is signed. Surprises at the final invoice stage are usually the result of costs that were estimated and never updated against reality.

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