The big question: How much does an event planning agency cost?

The costs associated with an event agency consist of two components: agency fees (the fee for organizing the event) and production costs (all costs related to the actual execution of the event).

Agency fees — An event agency’s fee typically amounts to 15% to 25% of the total event budget. For larger events, this percentage may be lower; for smaller events, it may be higher. In absolute terms: expect to pay €3,000 to €15,000 for an average business event.

Production costs — These are the costs for the venue, catering, technical services, entertainment, decorations, transportation, and everything else that brings your event to life. On average, the total cost per person ranges from €75 to €250, depending on the scope of the event.

The Big Picture — A fully organized corporate event for 150 people costs an average of between €15,000 and €40,000 all-inclusive. A large gala or awards ceremony for 500+ guests can cost up to €100,000 or more.

1. Percentage of the budget — The agency charges a fixed percentage (usually 15–25%) of the total production costs. Advantage: transparent and scalable. Disadvantage: if the budget is exceeded, the fee also increases.

2. Fixed project fee — A fixed amount for the entire project, regardless of the final production costs. Advantage: You know exactly how much the agency will cost upfront. Disadvantage: If the scope expands, additional costs will apply.

3. Hourly rate — The agency charges an hourly rate, typically between €75 and €150 per hour. Advantage: You only pay for the hours actually worked. Disadvantage: It’s difficult to estimate the total cost in advance. A conference can easily take 200–300 hours, and a staff party 120–150 hours.

At Live Impact, we prefer to work with a fixed project fee. That way, you know exactly what to expect, with no surprises later on. We provide a detailed budget upfront so you can see the full picture.

An event planning agency does much more than you might think. It’s not just about the day of the event—it’s about the entire process leading up to it and following it.

Concept Development — Developing a creative concept that aligns with your brand, target audience, and objectives. This forms the foundation of your event and determines its success.

Project Management — Coordinating all suppliers, monitoring the schedule and budget, and overseeing production. This is the most time-consuming part.

Venue sourcing — Finding and negotiating the ideal event venue. Agencies often get better deals than if you were to call them yourself.

Creative production — From invitations to decorations, from video content to presentations. Everything you need to make your event visually and substantively compelling.

Production and Direction — On the day of the event, the agency acts as the director. They ensure that everything is ready on time, that the program runs smoothly, and that any issues are resolved immediately.

Evaluation — Following the event, there will be an evaluation that includes results, feedback, and recommendations for the future.

Be clear about your budget — Be open with the agency about your budget. A good agency will give you honest advice on what’s possible within your budget and where you should cut costs and where you should invest.

Choose your date wisely — Events during the off-season (January–March, July–August) are often less expensive. Venues and vendors offer discounts during these times.

Consider hosting the event at your own location — Hosting an event at your own location saves on venue rental costs and offers tax benefits through the WKR.

Request an all-inclusive quote — Avoid hidden costs by always requesting an all-inclusive quote that includes VAT, service fees, transportation, and setup/teardown hours.

Invest in the experience, cut back on the non-essentials — Guests won’t remember an expensive floral arrangement, but they will remember a memorable entertainment moment. Spend your budget where it makes the biggest impact.

We sometimes hear people say, "Can't we just organize it ourselves? That would save us the agency fee." The short answer is: yes, you can. But the question is whether it's a good idea.

Organizing an event takes hundreds of hours—hours that your employees aren’t spending on their actual work. In addition, an in-house organizer often lacks the experience, network, and negotiating power that an agency does have. The result: you often end up paying more for a less successful event.

A professional event planning agency saves you time, prevents mistakes, and delivers an event that truly makes an impression. At Live Impact, we guarantee that your investment will pay off in an event that achieves your goals and surprises your guests.

Every event is unique, and so are the costs. At Live Impact, we’re happy to provide a no-obligation estimate based on your needs and goals. No surprises—just an honest conversation about what’s possible.

Schedule an introductory meeting and we’ll discuss the options together.