About this template
Corporate events have a lot of moving parts: a venue with its own constraints, technical gear that has to load in and out the same day, speakers and talent that need hospitality, and a coverage team capturing it all for what comes after. This template walks through the full event budget in the order it actually happens (planning and permits, crew, venue and logistics, scenic, audio/video/lighting, talent and hospitality, audiovisual coverage, post-production deliverables) and closes the way the industry closes: a contingency line and a production fee, both as percentages of everything above.
Perfect for
Event production companies running activations, launches, and conferences; agencies coordinating brand events; and audiovisual teams quoting full event coverage.
How to customize it
- Adjust the contingency percentage: 10% is fine for a controlled indoor event, 15% for anything outdoors or with a tight load-in
- If the event is streamed, expand Live streaming into platform fees, encoder, and bandwidth
- Break Catering into staff meals vs. guest hospitality if the client is paying for both separately
- Add Rehearsal day costs under Crew if the run of show requires a full tech rehearsal
What's inside this template
These are the line items the template comes with, organized by stage. Adjust amounts, quantities, and rates to your project.
Planning
- Event concept and script
- Schedule / run of show
- Permits and insurance
- Attendee registration and check-in
Crew
- Executive producer
- Technical director / stage manager
- Production assistant
- Talent coordinator
- Floor and reception staff
Venue and Logistics
- Venue rental
- Load-in and load-out
- Transport and freight
- Generators and power distribution
- Security
Scenic and Furniture
- Stage / platform
- Backdrop / branding
- Furniture and decor
Audio, Video and Lighting
- Sound system and microphones
- LED screens / projection
- Stage lighting
- Technical operators
Talent and Hospitality
- Host / MC
- Speakers / performers
- Catering and beverages
Audiovisual Coverage
- Event photographer
- Camera operators (multi-cam)
- Live streaming
Post-Production
- Recap video / aftermovie
- Photo selection and retouching
- Social media deliverables
Contingency and Fee
- Contingency
- Production fee
FAQ
Does this template cover both the event itself and the video coverage?
Yes. The Audiovisual Coverage and Post-Production groups are designed for the recap video, photos, and social cuts that come out of the event, so a single budget can quote the production and the deliverables together.
What if I'm only doing the audiovisual coverage, not the full event?
Strip the Venue, Scenic, and Audio/Video/Lighting groups (those are usually the event producer's scope) and keep Crew, Audiovisual Coverage, and Post-Production. Or start from the Branded Content Shoot template instead.
How do I budget for a multi-day event?
Most line items become per-day rates: multiply crew, venue, and gear by the number of days. Planning, post-production, and permits typically stay as flat fees regardless of event length.
Why are contingency and the production fee percentage lines?
Because they are meant to move with the budget. If the client adds a second LED wall, both recalculate on their own instead of leaving you with a fee that was sized for a smaller show.
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