EVENT PLANNING CASE STUDY!!

25%

how much of the budget should go into a contingency fund?

angie’s list, punchbowl

places to use to get to quality vendors?

social promotion - take every marketing opportunity you can get

put this in your contract for keynote speakers

20%

average percentage of a large scale event that goes to catering

10%

average percentage of a large scale event that goes to decor

15%

average percentage of a large scale event that goes to entertainment

7%

average percentage of a large scale event that goes to marketing

3%

average percentage of a large scale event that goes to transportation

3%

average percentage of a large scale event that goes to transportation

20%

average percentage of a large scale event that goes to venue and equipment

marketing can be switched w/wedding favors and invitations which takes ~5-7%

how do you change event budget to fit a wedding?

insurance coverage, climate control, room rental, security deposit

common venue costs

event app, speakers, ticketing partners, livestreaming the event, generators

common A/V equipment/tech costs

stage/dance floor, appearance fees, video production, graphics, travel

common keynote speaker/entertainment costs

$5000-$15000

fee range for less experienced keynote speakers who may lack polished marketing assets

$15000-$25000

fee range for professional keynote speakers who may not have name recognition but can engage a wide variety of audiences

$25000-$50000

fee range for keynote speakers who are popular, highly reputed, and have probably authored some bestselling books or won national awards

greater than $50,000

fee range for a celebrity keynote speaker

25

average number of guests per server

40

average number of guests per server at a buffet

$15-$20 per hour

average pay for an event/banquet server

unarmed: $20/50 per hour; armed: $50-$100 per hour

price for security guards for an event

food permit, business license, ServSafe certification

certifications that caterers need to have?

$1 million

how much liability insurance should a caterer have?

testimonials, samples, experience working with events of this size (around 2-3 years), compliance with venue timelines and waste disposal, per-person costs, staff to guest ratio, ability to handle emergency

Things to ask a vendor when you’re hiring them

waterbottles, tote bags, drawstring bags, custom patches, mugs, power banks, swag boxes

event swag ideas

parking management, clear floor plan, clear signage, communicating with local authorities

methods to manage event traffic flow

$33k

cost of a wedding

$500-$2500 per person

cost of a conference

venue rental, vendor expenses, transport, parking, print media expenses, security

costs that come in an event planning invoice

flat fee

how are event planners usually paid?

30% extra

how much extra bill for corporate clients?

2-3 days before

when do you send out the final confirmation for the vendor?

1-2 hours

how long to let vendors pack up and leave after the event?

control access (ex. badges/wristbands), be polite and then firm (address privately), involve security if necessary

methods to get uninvited guests out

increased social media impressions, attracting potential customers, accessing specific demographics

why do businesses sponsor events?

number of attendees and their demographics, brands that have sponsored your event and their success if applicable, testimonials from past sponsors and attendees

value for your event that you need to communicate for sponsors

How does your company’s mission align with our event vision? What are your core company/brand values? What ROI metrics do you want to increase? What are your main goals?

questions to ask sponsors

give the CEO a speaking slot, let them put names on breakout rooms, include logo on merch, give them a promo before speeches

ways to create value in sponsorship packages

share testimonials from past sponsors, provide post-event metrics

how do you illustrate ROI beyond the event for sponsors?

$500-$10,000 depending on the city, site popularity, day of the week, size, capacity, and amenities

cost of renting an indoor event hall

$5,000-$20,000, depending on the city, site popularity, day of the week, size, capacity, and amenities

costs of renting an outdoor event venue

May, June, September, October (good weather for outdoor ceremonies)

when are peak wedding months in the US?

spring (April-May), early fall (September-October), mid-winter (January-February)

3 times of year with upward trends in event planning

$15-40 (wedding), $10-40 (corporate), $5-35 (private party)

how much do food trucks cost?

$70-120 (wedding), $50-120 (corporate), $30-85 (private party)

how much does traditional sit-down catering cost?

$50-150 (wedding), $70-200 (corporate), $40-120 (private party)

how much does a private chef cost?

$20-60 (wedding), $10-40 (corporate), $10-35 (private party)

how much does a bar service cost?

$30-65 (wedding), $20-50 (corporate), $15-40 (private party)

how much does a buffet cost?

location, meal type, service (sit-down vs. buffet or family), timing (setup, serving, cleanup)

what do catering costs depend on?

$2000/100 guests for casual; $4000/100 guests for formal

cost for catering a corporate event

50% upfront, remaining 50% within 2 weeks

recommended fee structure for when you get your money

flat rate plus 10-15% of a vendor commission

normal fee structure for an event planner

setup, teardown, waiters, bartenders, cleanups, staff tips, broken/old items

What does a service charge on a venue cover?

$100-500/event

average cost of event space for a small gathering?

$500-1500/event

average cost of event space for a medium-sized gathering (ex. bridal showers, corporate workshops)?

$1500-$5000+/event

average cost of private event spaces for large events (ex. weddings/conferences)?

$0.75-1.50 per square foot

average costs of renting a pole tent for an event

$2,000

how much is AV usually?

$2,000-3,000

how much will a smaller banquet hall usually cost?

50% the day they hire you, 25% a week before, 25% a day or two before

pay timeline for an event?

1 to 1.5 months

how much time do you need to plan a SMALL event?

2-3 months

how much time for a MID-SIZED event?

easier ones like washing the tablecloths, etc.

what kinds of jobs can you give to volunteers for charity events?

banquet halls are usually fine as long as the caterer has a license; other venues will only accept from certain caterers

which venues are usually strict about food, and which ones are not?

$10-15 for decor, at least $10 more for food

cost for decor/food per person

$20 per hour

how much to pay staff?

100 people : 3 staff

staff to person ratio