What Every Large Event Budget Must Consider

A big event means visions of grandeur, a killer theme, and maybe even a celebrity guest list in your head. But before you book that synchronized swimming team or order a life-sized ice sculpture of your company’s mascot, let’s talk about the one thing that can bring it all crashing down: the budget.

Planning a large event without a solid budget is like trying to bake a cake without a recipe. You might throw some flour and sugar in a bowl and hope for the best, but you’ll probably end up with a sticky, expensive mess. Here’s what every large event must consider that many people forget.

Venue and Staffing Costs

First things first: where will this shindig happen? The venue is often the largest single expense, and it’s more than just four walls and a roof. When you look at venues, check what’s included. Does the rental fee cover tables, chairs, and basic lighting, or will you need to rent those separately? Are there hidden fees for corkage, cleaning, or using their preferred vendors?

Don’t forget to budget for the people who make the event run, such as:

• Event staff (registration, ushers, security)
• Technical crew (sound, lighting, video)
• Catering team (servers, bartenders)
• Cleaning crew

Labor costs add up quickly. A good rule of thumb is to get detailed quotes and understand exactly how many hours you’ll need each person. Small towns are often great places to host events because local labor and venue costs are more affordable, stretching your budget further.

Marketing and Promotion

You can throw the most incredible party in the world, but it doesn’t matter if no one shows up. Your marketing budget is what gets people in the door. This isn’t just about placing a few ads.

A modern event promotion strategy involves multiple channels. You’ll need to account for expenses like social media advertising, email marketing campaigns, influencer collaborations, and public relations efforts.

Technology and AV Equipment

The truth is modern events rely heavily on technology. From seamless registration to impressive stage presentations, the right tech can elevate the attendee experience. Your budget must cover audiovisual (AV) equipment like microphones, speakers, projectors, and screens. If you’re running a hybrid event, you’ll also need to budget for live streaming equipment and a platform to host your virtual audience.

And what about Wi-Fi? For a large crowd, a venue’s standard connection might not cut it. You may need to pay for a dedicated, high-capacity network to keep everyone connected. It’s a small detail that can cause big complaints if you overlook it. You must develop a strategy that’s right for your event, and that includes anticipating your guests’ tech needs.

Food, Beverage, and Fun

What’s an event without good food and entertainment? Catering is a major budget item, and prices can vary wildly. Will you offer a three-course plated dinner or casual food trucks? An open bar or a limited selection of drinks? Get detailed per-head costs from caterers. Remember to account for dietary restrictions, which might come with extra charges.

Creating a detailed budget is the most important step in planning a successful large event. By breaking down your expenses and tracking them carefully, you will avoid nasty surprises and make sure your event makes a splash for all the right reasons.