Sign in

How to plan an event budget?

How to plan an event budget?

Choosing the right function hall near you

It is called a document. Making a budget document to keep track of your event expenses should be your first step.

You'll need a tool because it isn't practical to manage a budget mentally. It would help if you thought about some of the event planning software options available or created your spreadsheet.

Customising a spreadsheet to your unique preferences and requirements is its best benefit. For example, the following columns are necessary if you decide to make your budget spreadsheet:

  • Name of the item, like "Venue rental."
  • Item description - Any relevant information about the budget
  • Estimated cost: How much do you anticipate it will cost? (I can use vendor quotes here)
  • Actual cost: How much did you pay for the item? (Mark if you have or have not paid for it.)
  • Please include any additional columns that make sense, given your situation. 

For example, if you collaborate with a team, keep your budget information in a visible, accessible spot.

1. The Function hall

The budget for any event venue or function hall is typically the most significant expense. Therefore, before agreeing with other vendors, most event planners select their venue based on their budget.

The cost of the place, which has the most impact on your event, will probably dictate how much you can spend on everything else.

The significant effect on your budget will come from your venue. For instance, if the location offers meals, you can take that expense out of your budget. However, you might need to employ your staff if the venue doesn't provide any. Therefore, you'll need to review your budget and adjust once you've decided on a location.

Considering it seriously, choosing a region is a significant undertaking. Make sure you are aware of the actual prices. A schedule of additional charges above the listed price is typical at many locations. As an illustration, they can impose a cleanup or security fee.

Knowing what you get for your money is also crucial. Many places offer extra services like vehicle parking, Wi-Fi, or specialist tools. Don't assume that the base price includes anything. Make sure everything is specified in your contract.


The cost of entertainment may vary widely depending on your needs. However, if you require a well-known musician or musical act, you can find yourself paying just as much for entertainment as you did at the venue.

This part extends beyond today's event, just like your venue. Your attendees will discuss the entertainment. Great entertainment will not only increase attendance at today's event. For your upcoming event, word will get out and generate buzz. Don't be scared to invest in quality, therefore.


Your venue might take care of your general workforce planning. Still, you might also require some specialised staff to manage complex duties like registration, organisation, and coordinating speakers and entertainment. So be prepared to pay a reliable team for their time, travel, lodging, and meals.


Bringing your brand to life is key to developing a powerful event experience. But, of course, it would help if you used branded pieces all over your facility to achieve that.

The INBOUND event pushes branding to the limit with massive 3-D signage and top-notch displays placed all over the place. In addition, they employ art to educate and astound their visitors.

It's crucial to give your event its individuality, even if you don't take your branding to this extreme. List the prices of your displays, decorations, and placards after developing a vision for how the event should seem and affect attendees.

Technology Expense

Today's events use technology to improve the experience (especially video). To provide your audience with a genuinely engaging experience, you might require microphones and PA systems, televisions or projectors, digital signage, or a bespoke event app.

Make a list of all the technology you'll require for your event to start. For instance, you'll need at least one computer and screen for their display equipment if you only have one speaker at a time.

Make some calls to determine how much renting and setting up the equipment would cost. Then, depending on your demands, you might hire a contractor to manage the parts.

6. Promotional Expense

Marketing is part of the event planning process. You'll need to decide how much money you're willing to spend to get people to register for and attend your event.

Your event and audience will dictate how you attract attendees. If you're planning a company picnic, marketing could be as simple as sending a few emails to the company email list, announcing it over the PA system, or asking managers to distribute flyers to their teams. In these cases, your expenses would be minimal.

However, if you are arranging an industry conference, you may want to invest more in marketing. You could use email marketing, blogging, paid ads, press releases, and affiliates to spread the word. In these cases, your promotional costs would quickly add up.

7. Emergency Funds

Regardless of how thoroughly you budget every event detail, it is critical to set some cash aside as an emergency fund. You will undoubtedly incur a few last-minute expenses that you cannot avoid.

Here are some scenarios in which you might require an emergency fund:

When a speaker cancels, you must scramble to find an immediate replacement (expensive).

You recognise after setting up that you don't have enough display signs to help your guests find their way around.

You must order something else if a vendor fails to deliver a food ingredient.

If any of these scenarios occurred during your event, a cash reserve could save it. Set aside 10% to 15% of your total budget for emergencies.

8. Food Expense

If the venue you choose does not offer catering, you will need to add a separate line item for food.

Fortunately, food is an exception because you have a lot of say over what you serve. There are always ways to increase or decrease the cost of this expenditure. If another budget item goes over, you should be able to adjust your food budget to compensate.

Most caterers will provide a price per guest to assist you in meal planning. Add 10% for incidentals to the total of your guests, speakers, volunteers, staff, and anyone else who is a part of your event.

9. Gifts to Guests

It's a good idea to send each attendee home with something. Some events provide guests with small gifts. Other events provide attendees with thousands of rupees in gift bags.

Depending on their role, you may want to give different gifts to different people. A keynote speaker, for example, would receive a better gift than a volunteer or someone who purchased your cheapest admission ticket.

10. Other Expenses

Because every event is unique, we cannot predict exactly what your event will require. The preceding categories apply to all events, but here are a few less common costs you may incur:

  • Rental of equipment (tables, chairs, bars, tents, attractions, stages, lighting, audio/visual, and so on)
  • Printing (invitations, schedules, programs, badges, etc.)
  • Uniforms, costumes, or specialised clothing
  • Security
  • Medical services are available on-site.
  • Services for cosmetics (hair, makeup, manicures, pedicures, etc.)
  • Activities (golf, spa, demonstrations, games, etc.)
  • Apps and software
  • Licenses and permits
  • Gratuities
  • Transportation (moving equipment or people around)
  • Insurance
  • Fees for Legal Services


Careful planning is required for success. Careful planning is the key to a successful event. The best event planners in the world understand how to take a step back and look at the big picture before diving into the details. Cost is essential to good event planning, so you must budget and spend wisely.

Keywords: Function hall near me, Catering service near me

Zupyak is the world’s largest content marketing community, with over 400 000 members and 3 million articles. Explore and get your content discovered.
Read more