What does an event agency cost?

Event agency cost consists of two components. The agency fee is the honorarium for the organisation. The production costs cover everything the execution costs.

Agency fee. An event agency's honorarium averages between 15% and 25% of the total event budget. For larger events this percentage can be lower; for smaller events it is higher. In absolute amounts: expect €3,000 to €15,000 for an average corporate event.

Production costs. These are the costs for venue, catering, AV, entertainment, décor, transport and everything that brings your event to life. Per person, total costs average between €75 and €250, depending on the level of ambition.

The full picture. A fully managed corporate event for 150 people averages between €15,000 and €40,000 in total. A large gala or awards ceremony for 500+ guests can rise to €100,000 or more.

1. Percentage of budget. The agency charges a fixed percentage (usually 15 to 25%) of the total production costs. Advantage: transparent and scalable. Disadvantage: when the budget overruns, the fee rises with it.

2. Fixed project price. A fixed amount for the complete project, regardless of the final production costs. Advantage: you know exactly what the agency will cost in advance. Disadvantage: if the scope expands, additional costs follow.

3. Hourly rate. The agency charges an hourly rate, usually between €75 and €150 per hour. Advantage: you only pay for hours worked. Disadvantage: hard to estimate the total in advance. A conference quickly takes 200 to 300 hours, a staff party 120 to 150 hours.

At Live Impact we prefer a fixed project price. That way you know exactly where you stand, with no surprises afterwards.

An event agency takes work off your hands that you cannot run efficiently in-house. This is what you are buying:

Concept development. We come up with a creative concept that fits your organisation and audience, so your event does not sound like someone else's.

Project management and production. We coordinate suppliers and keep watch over the planning, the budget and the direction of the production.

Venue selection. We find and select the ideal event venue and negotiate the best rates.

Creative execution. We handle everything from invitations to décor, from video content to presentations.

What you do not buy from an agency: the actual venue costs, catering, speakers and entertainment. Those are passed through, but a good agency negotiates sharply.

Be clear about your budget. Share your budget openly with the agency. A good agency will advise you openly on what is possible and where it makes more sense to save — and where to invest.

Choose your date wisely. Events in the low season (January to March, July to August) are often cheaper.

Consider your own location. An event at your own location saves on venue hire and offers tax advantages through the WKR (work-related costs scheme).

Ask for an all-in quote. Avoid hidden costs by always asking for an all-in quote, including VAT, service charges, transport and build-up/strike hours.

Invest in experience, save on the superfluous. Guests do not remember an expensive floral arrangement. They do remember a striking entertainment moment.

Organising an event takes hundreds of hours. Hours your staff are not spending on their actual work. On top of that, an internal organiser often lacks the experience, the network and the negotiating position an agency does have. The result: you often pay more for a weaker event.

A professional event agency saves you time, prevents mistakes and delivers an event that truly makes an impression. At Live Impact we guarantee that your investment pays back. The event hits your goals and surprises your guests.

Every event is unique, and that goes for the costs too. At Live Impact we are happy to put together a no-strings indication based on your wishes and goals. No surprises, just an open conversation about what is possible.

Call 085 401 40 14, email hello@live-impact.nl or send a brief via our brief tool.

Seriously fun.