Ready to invest yourself in the next cocktail party, silent auction, product launch reception, seated dinner that your company need to set up? Be it a small gathering or a large meet, this may help you get started quickly and save you money.

1. Manage your Company Event Cost
A helpful guide by
PAT STISSI

2. Ready? Set! Go…
• Are you in charge of the Holiday festivities
this year? Do you want to complete your
Seminar with a Dinner or Cocktail Party?
• Did your Boss just drop a “Budget Bomb”
on your carefully planned activities?
• Have to upgrade the event and unsure about
how to get the more bang for your bucks?
• Let’s explore some helpful tips together!

3. Types of Events
• Corporate Events:
• Appreciation days, retreats, conferences, launch parties, panels, workshops
• Family Events:
• Birthdays, holiday gatherings, reunions, vacations, baby shower, going
away parties, graduations…
• Non-profit Events:
• Benefits, cocktail parties, formal dinners, live or silent auctions, marathons
• Wedding Events:
• Weddings, rehearsal, bachelor, bachelorette, bridal shower, honeymoon

4. DETERMINE…
1. SITE RENTAL COST &
AVAILABILITY
2. PRINTING ITEMS, AMOUNT,
COST
3. HONORARIUM, SPEAKER FEES
4. A/V EQUIPMENT & STAFF FOR
ENTERTAINMENT (MUSIC…)
5. POTENTIAL ACTIVITIES FOR
ATTENDEES
6. CATERING OPTIONS
7. BULK OPTIONS
1. WHAT TYPE OF EVENT DO
YOU WANT TO CREATE
2. HOW MANY PEOPLE CAN
YOU ACCOMMODATE OR
EXPECT
3. IF NEEDED, WHICH ACTIVITY
IS EXPANDABLE
4. IF REQUIRED PRIORITIZE
THINGS SO YOU KNOW
WHICH ONE TO REMOVE IF
YOU MUST TRIM THE
OVERALL COST

5. PLAN AHEAD
CONSIDER your Options:
• Establish Goals
• Select Date Options
• Identify Venues
• Obtain Cost Estimates
• Launch Publicity Plan
• Confirm Speakers &
Entertainers
• Contact & Confirm
Sponsors & Partners
FINALIZE the Following:
• Accommodations, Venues
• Catering, numbers of people
• Logistic (shuttle, cabs,
seating, parking, security, etc)
• Guests & Employees List
• Inform & Remind
• Signage, Registration
• Promotional Items
• Volunteering & Thanks

6. BUDGET YOUR EVENT
• Send EMAIL Invites
(invest once in the design
and then save $3 to $6
per contact)
• Give 2 drink tickets to
each guest to budget
your bar use and invite
them to play for more
tickets or network with
others to get more.
• With drink tickets, people
can purchase anything
more on their dimes.
• If in a hotel consider
taking at least one Male
and one Female room to
house singles too tipsy to
drive home or hail a rare
cab, if a dedicated driver
is not available.

7. Standing/Networking Parties
• An array of Chex Mix
bowls throughout the
location may reduce the
amount of tasty Snacks
& eliminate the need for
costly Appetizers.
• Lightning can separate
zones, create atmosphere
• Eliminate Carving or any
individual stations.
• Plan for Seasonal fruits
and Products.
• Lunch events are more
affordable & as efficient.
• Show your Appreciation
& celebrate success

8. Seated Dinners
• Potted Plants for
your centerpieces is
the sustainable
choice as they can be
donated to guests at
the end of the
evening.
• The Wine served is
often either Red,
Rose or White, no
one reviews the
bottles for the
details, so go middle
of the line instead of
high end choices.

9. Categories of Expenses
(add a Contingency fund no matter what)
 The Event Venue Cost (if not at your office) often comes with
Perks so consider the total value before selecting the venue, as well
it comes with attendance limitations so beware of the penalties. If
possible use the space for multiple aspects of the event.
Check amount of Security Deposit, of Parking, total cost
Delivery and Set Up of special staging, screens and
projectors, tents, attractions...
Decoration including Centerpieces, Balloons, Banners, Table
settings, etc…
 The Meal Cost (review menu options, decide on drinks, add
labor & service cost, taxes, tips and gratuities)

10. Expenses Categories (2)
 The Entertainment Cost (DJ, Guest Speakers, Dance Groups
fees and the associated riders (lodging, transportation, meals,
additional specific equipment, etc)
 Prizes, Awards, Party Bags, souvenirs and any other items
that will be donated or won.
 Production expanses to cover the promotion & registration for
attendance & the event (behind the scene staff & crew
designing the theme, administrating it, organizing it for the
client: you). Only needed in big productions, if not done by
inside staff (still in need of office supplies,, part-time help,
covering cost of travel & office communication as well as
salary employee special assignment to task).

11. Best of Luck for your next
Gathering!
Don’t forget to take Pictures 