Budget. Big or small, every event has one and every event needs one. Putting an event together takes a lot of planning and can also take a lot of money. With all the moving parts, it can be hard to know what to look for in terms of budget surprises. The list can get pretty long, but Jon and Steve have pinpointed the vital ones- and some you may not have even thought of.
Rigging is the structure that is hung from the venue ceiling or roof that is used to hang lights, speakers, or projection. This can be a huge hidden cost, especially if your venue charges per rigging point.
Each venue can charge a little different for power- and its a charge that can surprise a lot of event planners. You can be charged for tapping into the venue’s power supply- no matter how little or how much you end up using. Some venues even charge you per outlet used.
Nowadays, everyone seems to have their ipad, phone, and laptop on them, especially for events like conferences. The internet bill for this can get expensive, especially if the venue charges per connection and device.
Labor may be the most surprising of unexpected costs for your event. Every event requires people to put everything together. Whether it’s the sound guy, video operator, or the team putting up the stage, they all play a big part in getting your event together, and they all need to be paid. The big shock comes when the event goes longer than planned and overtime charges kick in. While you may not be able to predict when and if you will go into overtime, careful planning and budgeting will make sure that if it happens, you are prepared.
Being aware of the types of event budget surprises that could happen will allow you to better plan for your event. Surprises are bound to happen, but having a plan in mind and being aware of where the surprises can come into play can go a long way in making sure everyone ends up happy- your boss, you, the attendees, and the event production team that helped pull the event together.