Apex delivers high quality event management and conference organisation at costs which represent value for money. We always submit itemised budgets so you can clearly see what costs are involved and we can usually split costs into core items which are essential, and 'good to have' options which can be omitted if budgets are tight.
General and specific costs
Many clients first approach us with a request for an overview of costs, often at an early stage when there is not much information available about their conference or event. This is never a bad idea, so if you would like a general estimate, please feel free to contact us.
If you would prefer an accurate budget, we will need a summary (preferably on an email or briefing document) of the event you are planning. If you would like some help with this we have a very useful briefing form available which we can email to you.
A useful guide to costing an event
This is a list of the main areas of cost within an event budget. Our quotes are normally based on this template.
1. Venue costs
Either as room hire plus a per head catering provision, or as a per head delegate rate - 8hr for one day events, which includes tea breaks, lunch and use of a meeting room, or 24 hr which also adds a dinner and overnight stay. Bear in mind breakout rooms may be charged extra. Expect to pay typically 20 - 30% more in London than regionally. Apex can help you locate a suitable venue at the right cost.
2. Delegate registration and management
Costs to register delegates, involving creation of web page(s), database and online payments facility (if required). Apex offers this at a per-delegate registration fee, which also includes joining instructions, and ongoing delegate management and support.
3. Project management - a cost calculated in days, for an experienced team to deliver:
- Liaison with your team- familiarisation meetings, project planning meetings, ongoing communication
- Site visits
- Venue liaison, catering, delegate, speaker and crew accommodation
- Production and management of timelines and operational briefs
- Update and reconciliation of financial budgets
- Delegate packs, production of collateral materials, signage and badges
- Audiovisual production specification and arrangements
- Speaker liaison and management
- Exhibition and sponsorship management
- Collation of feedback and production of report
- General ad hoc administration
4. Marketing (if not done by you in house), split into:
- Branding and logo design
- Design and print of mailings and email templates
- Preparation and postage of invitation mailings
- Database purchase and collation
- email campaigns
- Telesales
This list is not necessarily comprehensive, and there are many more services we provide that are not shown as core elements e.g. entertainment and room theming. These will be budgeted as options, unless you specifically indicate otherwise in your brief.
We would strongly recommend you
contact us with details of your event, so we can talk through your requirements and give you advice on costs and how to maximise value for money.
