Free Event Cost Estimate Template
Event Cost Estimate
Prepared By: [Your Name]
1. Venue and Space Rental
Main Conference Room (3 days): $5,000
Breakout Rooms (2 rooms for 3 days): $3,000
Outdoor Space for Networking Event (1 day): $2,000
Audio/Visual Equipment (Projectors, Screens, Sound Systems): $2,500
Wi-Fi and Internet Access: $1,000
Total Venue Costs: $13,500
2. Catering
Breakfast (2 days, 250 people): $5,000
Lunch (2 days, 250 people): $7,500
Coffee Breaks (2 days, 250 people): $2,000
Gala Dinner (1 night, 250 people): $8,000
Snacks and Refreshments (3 days): $1,500
Total Catering Costs: $24,000
3. Speakers and Presenters
Keynote Speaker Fee: $3,000
Panel Speakers (5 Speakers at $1,000 each): $5,000
Speaker Travel and Accommodation: $4,000
Total Speakers Costs: $12,000
4. Event Materials
Printed Materials (Programs, Agendas): $1,500
Event Signage (Banners, Directional Signs): $800
Attendee Swag Bags (250 Bags at $15 each): $3,750
Badges and Lanyards: $500
Total Event Materials Costs: $6,550
5. Event Management
Event Planner Fees: $4,000
Staffing Costs (10 event staff members for 3 days): $6,000
Registration System and Software: $1,000
Total Event Management Costs: $11,000
6. Marketing and Promotion
Digital Marketing (Ads, Email Campaigns): $2,500
Printed Materials (Flyers, Posters): $1,000
Social Media Campaign: $1,500
Total Marketing Costs: $5,000
7. Miscellaneous
Insurance: $1,200
Contingency Fund (10% of Total Estimate): $4,000
Transportation for Attendees (shuttle service, etc.): $2,000
Total Miscellaneous Costs: $7,200
Estimated Total Event Cost:
$79,250
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