202.742.5923 ext. 160
info [at] cbdmeetings [dot] com

Event Planning Costs

COSTING YOUR EVENT

Use this as a guide to request a quote

WORKING WITH CBD MEETINGS & EVENTS

CBD plans corporate, nonprofit and lifestyle events in Washington, DC, nationally, and for our international partners throughout the world. We do not plan weddings.  Our turnkey approach to spectacular events is second to none. We staff graphic designers, logistics managers, Public Relations Specialists and have an in-house offset and digital printing component. 

We have floor plans and specs on nearly every venue, convention center and meeting space in the Washington, DC metropolitan area and great relationships with our third party vendors. 

We also offer translation services in Spanish, Portuguese, French and German.

PREPARING YOUR BUDGET

Use this as a guide to anticipate event space costs in the Washington DC area

VENUE / LOCATION

  • DECOR
  • MENU SELECTION
  • ENTERTAINMENT
  • STAFFING
  • DELIVERY & VENDOR LABOR COSTS
  • LOCAL TAXES

PLANNER FEES

  • FEES 15-20% OF TOTAL EVENT BUDGET
  • A LA CARTE SERVICES
  • HOURLY CONSULTATIONS
  • VENUE NEGOTIATION
  • CREATIVE STYLING
  • EVENT DESIGN

 

VENDORS

  • SOUND
  • SPECIALTY LIGHTING
  • AUDIOVISUAL
  • FLORAL / DECOR
  • SPECIALTY CATERING
  • VENDOR LABOR COSTS

COCKTAIL RECEPTIONS

Cocktail Reception planning, Event Planning Washington DC

3-4 STAR HOTEL ESTIMATES 

100-250 ATTENDEES
2 HOUR COCKTAIL RECEPTION $14000
THREE HOUR COCKTAIL RECEPTION $21,000
FOUR HOUR COCKTAIL RECEPTION $28,000
CALCULATIONS BASED ON $35 PER PERSON

SMALL MEETINGS & EVENTSAnnual Meetings at the Four Seasons, Washington DC

THESE ARE ONLY ESTIMATES

100 Attendees
THREE STAR HOTEL $3500-$5000 ROOM RENTAL FEE
AUDIOVISUAL $2200
BREAKFAST $65-$85 PER PERSON
LUNCH 3 Course $85-$100 PER PERSON

LARGE MEETINGS & EVENTS

International Event Planning, Financial Event Planning

THESE ARE ONLY ESTIMATES

100+ ATTENDEES
FOUR STAR HOTEL $5000+ ROOM RENTAL FEE
AUDIOVISUAL $2200-2700
BREAKFAST $85-$125 PER PERSON
LUNCH $125-$150 PER PERSON

TIPS: SHOPPING FOR A PLANNER

COSTING THE FULL SERVICE PLANNER

Event for the Government of Brazil - CBD Events, Washington DCA full-service event planner is someone hired to manage an entire event. Capabilities should include venue selection and price negotiation, in addition to event design concept. Planner Fees vary and services are billed at cost for a flat fee or 15%-20% of the total event budget. Flat rate fees are part of an all-inclusive event planning package. Not to be confused with a wedding planner, an event planner may work independently or on behalf of a company to organize and implement events such as parties, conferences, meetings and trade shows.

TYPICAL COSTS

Hourly consultations with an event planner typically cost $40-$250 per hour. For $100 per hour, CBD offers advice on etiquette, customs, design ideas and budget management.

DISCOUNTS
One advantage to hiring an event planner is the potential of saving money on vendors with whom the planner has a good, working relationship. Ask if the event planner can get discounts on printing, catering or entertainment and have them work those figures into the overall budget.

CBD Event Planning services includes securing a venue, choosing decorations, developing the event design concept and suggesting vendors, with 75% of the fee due upon signing the contract.

SAMPLE COSTS

For example, an event with a $10,000 budget would cost the host a minimum of $2000 to pay the event planner. This fee does not include 10% DC Taxes.

Other examples include a $3,000 bar mitzvah (add $450 to $600 for event planning) or a $1.2 million conference (add $180,000 to $240,000 for event planning.)

WHAT IS HIGH END EVENT PLANNING

HIGH END EVENT & MEETING PLANNING COSTS

High-end event planning is the concept of planning events that have high costs, especially in metropolitan areas like Washington DC, Los Angeles and  New York City. Event-planning consultations with Save the Date can cost $2,500 and total event coordination costs up to $35,000.

HIGH END EVENT STANDARDS

High End event planning packages often includes other meticulous details as well as several pre-event consultations and day-of event management

A full-service event planner specializing in high end events should work with the host to research and refer vendors to provide the venue, decor, menu and entertainment. 

Event Planning decorations washington dc

CORPORATE EVENTS

CORPORATE EVENT PACKAGES

Corporate events can cost upwards of $250,000 for an event with 175 guests. Event planners who charge the highest fees generally have more than a decade of experience and have been featured in the press. Our business model is a turnkey solution designed to meet expectations and reduce all costs. We plan events according to your budget.

What’s included:

  • Event planning packages include several consultations
  • Day-of event coordination 
  • Onsite staffing
  • Market Research 
  • Vendor referrals to provide the venue, decor, menu and entertainment.

Additional services may vary between vendors. 

CBD corporate event planning services include: risk management, working with keynote speakers, coordinating registration, negotiating group hotel rates and creating a day-of timeline, among other tasks.

DISCOUNTS

Discounts

One advantage to hiring an event planner is the potential of saving money on vendors with whom the planner has a good, working relationship. Ask if the event planner can get discounts on printing, catering or entertainment and have them work those figures into the overall budget.

ADDITIONAL COSTS

Additional costs:

  • Tipping
  • Fees

Because the event planner’s fee is determined up front, tipping is not required. However, a thank-you card or gift card are welcome if the event coordinator did an outstanding job.

HOURLY CONSULTATIONS

Hourly consultations with an event planner typically cost $40-$250 per hour. For $100 per hour, CBD offers advice on etiquette, customs, design ideas and budget management.

REQUESTING A PROPOSAL

TAX & COST PROJECTIONS FORMULA

Event costing consists of many different factors. It is the responsibility of the client to have an estimated budget prepared prior to contacting the event planning company.

In order to provide potential clients with prices, we would have to engage in the following:

  1. Select 2 or three venues
  2. Pre select a catering menu in order to price for each venue for two to three separate time frames
  3. Estimate the audiovisual for each venue
  4. Estimate design costs without a theme outline
  5. Price menus for three different times if the client does not know what type of event or meeting they prefer.

 In order to prepare an event quote the planner must “do work” with no guarantee of being employed. That said, our veteran planners can only give estimations. Unfortunately, CBD does not provide “proposals” for events, event consultations or budgets until after we have been hired. We will gladly provide an event consultation for a nominal fee.

The projected cost estimations are calculated based on a minimum of 100 attendees and does not include a venue tax and gratuity. Prices are Exclusive of 21% Service Charge and 10% Washington DC Sales Tax.