480+ corporate events · 5 years
How We Quote Your Corporate Event Budget
Plan your corporate event budget around a quote built for your date, venue and guests. We don't use a price list: each quote covers what your event needs.
What goes into a corporate event quotation
Knowing what moves the number lets you decide where to spend and where to save before you ask. These are the parts we price for every event.
- Scope of work. Some planners book one station for a party they already run. Others want full service event planning: concept, venue, vendors, program and production. The quote follows what you hand over to us.
- Stations and activities. Each simulator, VR station or photo booth is its own line. Capital Group's Summer Social combined two surf simulators, two VR sports stations and an AI photo booth with prints. Pick from our interactive corporate event rentals.
- People on site. Every station needs an operator. Larger programs add an AV technician: that same Summer Social ran with four activity operators and one AV tech.
- City and travel. We have two bases, Los Angeles and Orlando, and work across the U.S. Transport is part of the same quote as setup and staffing.
- Hours and setup time. We count event hours plus the time to load in, build and test. A trade show booth may need an install day before the floor opens, as at FinovateFall.
- Venue conditions. Stairs, an outdoor plaza or a restricted loading zone change the crew and the gear. At Alpha School we carried a surf simulator up to a second-floor room with no elevator.
- Branding. Logo panels, sponsor graphics, leaderboard design, branded AI looks and printed photos each add work.
- Sound and screens. Speakers, microphones, a DJ table or extra displays go on the quote only if your program needs them.
What to send for a corporate event proposal
A complete request gets you an accurate quote on the first reply, with no back-and-forth over missing details. Five answers cover most events:
How fast you get the quote
You can take a number to your manager the same day you ask. We reply right away and check whether stations and a crew are free on your date, and the quote comes back in minutes.
If something needs the venue's input, such as loading access or power, we say so in the quote. The line stays open until we confirm it with you or the venue.
Short timelines are fine when the date is free. EF Academy came to us two days before its luau and still had a staffed surf simulator on the night, within the school's budget.
After you approve the quote, we agree on arrival times and the setup plan. You can read how a booked event runs, step by step.
Corporate event budget questions
How do I budget for a corporate event?
Start with the guest count and the format, then decide what you hand over to us and what you keep. Leave room for travel and for anything the venue requires. Ask for two versions if you're unsure: Alpha School compared a one-station and a two-station quote.
How do you work out the cost of planning?
Our cost as your corporate event planner follows the work, not a flat fee. If we plan the whole event, the quote covers planning work, vendors and production. If you only need stations, it covers equipment, operators, travel and setup time. Both versions arrive as one quote from one team.
Do you have event planning packages with prices?
No. A fixed package rarely matches a real venue and guest list. We build the package from your answers and show what each part covers.
Can you respond to an RFP for event management services?
Yes. Attach the RFP or your agency brief to the inquiry. We price what it asks for and flag any item that depends on the venue.
What if the date, venue or guest count changes?
Tell us as soon as you know, and we'll send an updated quote. A new venue may change travel, setup time or the number of operators.
What does the quote include?
Delivery, setup, testing, the operators for your event hours and teardown. Branding, sound, extra screens and planning work appear as their own lines when you ask for them, so you can drop or keep each one.
Why do you ask for my budget?
It saves a round of edits. With a range, we can suggest the number of stations and the mix that fit it. TBX, for example, weighed two simulators and chose one staffed station for its client evening. More answers about travel, insurance and venues are in our corporate event FAQ.
Get your quote today
Send us the event type, date, city and guest count. We'll check your date and build the quote around it. Fill in the event type, date, city, guest count and budget. Add the venue name and any RFP or brief you already have. Or call +1 213 912 1010
