The honest answer is 'it depends' — but here's what it actually depends on.
Every prospective client asks this question early, and every honest event company gives the same first answer: it depends. That's not evasive — event pricing genuinely swings by a wide multiple depending on a handful of variables, and understanding them makes it much easier to read a quote and compare vendors fairly.
Guest count and venue drive the base
Catering, seating, and venue hire scale directly with headcount, so guest count is usually the single biggest lever on total cost. Venue choice compounds this — a five-star ballroom and an open-ground marquee at the same guest count can differ substantially in base cost before a single décor element is added.
AV and production scope
A single-mic, single-screen setup for a 100-person meeting costs a fraction of a multi-camera hybrid broadcast with LED walls and a full lighting rig. Clients should be specific about what they actually need — not every conference needs broadcast-grade production, and not every product launch needs a full LED wall.
Lead time and customisation
Rushed timelines cost more — vendor availability tightens and premium rates apply for expedited fabrication or last-minute venue holds. Fully custom décor, bespoke stage builds and one-off entertainment bookings also add meaningfully more than standardised formats.
How to read a quote
A trustworthy quote breaks costs down by category — venue, catering, AV, décor, staffing — rather than presenting one bundled number. That transparency is what lets you compare two vendors fairly and understand exactly what you're paying for.
