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Event planning / annual meeting celebration / Conference Exhibition

How much does an event cost? Chengdu activity company tells you

Time of publication: 11:46, January 7, 2021

When connecting with customers, our activists are often asked, "how much does it cost to do a XX event?", I don't know how to answer every time. After thinking about it, I can only answer one sentence: "what kind of activities can we do with how much budget you have.".


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In fact, it is not that the customer is not professional, but we have not switched to the problem of the customer.

It's like we're the owner of a restaurant. When customers come to ask, "how much does it cost to eat here?" how do you respond.


At this time, you will think, I don't know how many people you eat, whether it's a banquet or a family dinner, whether you like meat or vegetarian food or seafood. I don't know how much money you want.


There are still some differences between the activity and the above example. Many customers do not have a complete concept of the activity. Naturally, they do not know that they need to actively provide these basic information.


Next, the dingdingmao exhibition of Chengdu activity company tells you "how much does it cost to do an activity?" The answer.



Step 1: mining basic information


As activists, if we want to answer the question of "how much money does it cost to run an event", the first step is to mine the basic information. This information includes:

The purpose, time, place, number of people, crowd information, etc.


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When the basic information is available, it is just like the boss in a restaurant case knows the number of customers eating, whether it is a family dinner or a business banquet, a hall or a box, whether to drink or not.



Step 2: where do you need to spend money


1. Venue


A decent activity must have a proper activity site. The basic requirements of a decent activity site are as follows: convenient transportation, complete surrounding facilities, large enough site, high floor height of the site, as well as its landmark and particularity. There are several types of decent activity venues, such as star hotels, cruise ships, shows, theatres, exhibition halls and special venues. [Hotel venue information]


Let's analyze the advantages and disadvantages of these types of venues and their regular market quotation.


Star hotels:

Advantages: high specification, convenient transportation, complete infrastructure, good service, suitable for all types of activities;

Disadvantages: too conventional, high cost, limited space for field layout;

Meal standard: about 3500-6000 per table, 15% service charge, 68-128 tea break;

Venue rent: 20000-60000 is the normal range.



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Cruise / yacht:


Advantages: novel, relaxed and comfortable atmosphere, sightseeing function;

Disadvantages: the site is not large enough, the weather factors are too large, and the types of activities are limited;

Meal standard: 200-400 per capita;

Venue rent: generally calculated in hours, from two hours, 15000-30000 per hour.


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Show:


Advantages: fashion, large space and high floor height;

Disadvantages: the supporting service is not complete, the transportation is not convenient, and the construction cost is high;

Field rent: 50000-100000 range estimates;

Food standard: in the form of stew, 2500-4500 per table.


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Exhibition Hall:


Advantages: large space, high floor height, suitable for large-scale activities;

Disadvantages: supporting service is not strong, not suitable for small and medium-sized activities, site layout cost is high;

Site rent: over 100000;

Food standard: in the form of stew, 2500-4500 per table.


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Special venues:


For example, 1933 in Shanghai and 798 in Beijing;

Advantages: unique style and strong creativity;

Disadvantages: poor supporting facilities;

Site rent: about 100000;

Meal standard: 4500-6000 per table.


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2. Dance Equipment


Regional planning in activities usually includes the following parts:


Welcome, interactive and Exhibition oriented areas: welcome area, interactive area, check-in area, group photo area Exhibition area The main function of these areas is to welcome and guide guests, guests' interaction and product service display. These areas are generally set outside the banquet hall. Of course, there are also some activities in which the interior space of the banquet hall is larger, and it will be set inside the banquet hall. These areas are before the start of the event and in the middle of the activity The utilization rate of tea break time was higher.


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The main function of this area is the presentation area of the whole activity link, which is generally set in the interior of the banquet hall. These areas will be used in the whole process of the activity;


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The essential areas for each activity include: guest rest area, VIP parking area, etc. if these areas are Hotel, professional conference and exhibition venues, they do not need to be considered by the activity company. However, if the activity site is in an open outdoor space, these areas need to be considered and completed by the activity company.


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If an activity is indoor, with high specifications, and needs a complete regional layout, the cost of the whole area layout is about 50000-80000 yuan, and the medium-sized layout is about 30000 yuan. For general activities, there are not too high requirements for the layout, and thousands of yuan can be completed, but it will be very simple, which are the most basic requirements, such as a background board, a sign in table


According to the scale of 300 people, the high-end regional layout budget, including check-in area, exhibition area, interactive area, dance area, the market price is about 100000; The regional layout budget of the middle end includes check-in area, exhibition area and stage show area, with a market price of about 50000; For activities with low budget, only check-in area and stage show area are required for regional arrangement, and the market price is about 20000.


Relatively speaking, if the outdoor activity specifications are large, the budget for the layout should be relatively increased, because the outdoor infrastructure is poor, and it is necessary to build activity tents in summer, winter and rainy days, so a large budget should be added.


Lighting planning in the activity (which areas of the activity need light rendering and what kind of light configuration are needed)


A decent activity must have the theme tone and create an atmosphere for the participants. This is closely related to the lighting on site. As far as the function of lighting is concerned, there are the following categories: color lighting, effect lighting and lighting lighting.


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Color light: this kind of lighting is mainly controlled by LED PA lamp, and its main purpose is to create the atmosphere of the whole activity area, such as blue light for ocean atmosphere, pink for warm atmosphere, etc. This type of light is often used in all areas of the activity.


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Effect light: this kind of light is mainly controlled by beam lamp and moving head lamp. Beam lamp can make beam flicker effect, and shaking lamp can make pattern, pattern and logo effect. This kind of lighting is often used in the stage area and the audience area.


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Lighting: this kind of lighting is mainly controlled by PA lamp, imaging lamp and audience lamp, which can control the light intensity of stage area, audience area and other areas. This kind of lamp is often used in stage area and audience area.


Outdoor daytime activities do not need to consider the budget of lighting, while indoor activities and outdoor activities at night need to consider the lighting budget.


Generally speaking, activities with programs and high-end press conferences have higher requirements for lighting. According to the budget of high school, high school and low school, the budget of lighting is about 50000 yuan, 30000 yuan and 8000 yuan.


Sound planning in the activity (which areas need to hear sound / music and what kind of sound configuration is needed)


The function of sound in the activity is to enable the participants to have a good experience of hearing in the activity, including the voice of guests' speech, live music and so on. A common mistake is that sound is equal to loudspeaker. A decent activity requires a high level of sound. The sound needs to be heard clearly by all participants; It is necessary for each participant to feel the process of the event and the climax of the event with the fluctuation of voice; Each link in the activity needs to be carried out in an orderly manner.


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There are many venues, hotels and clubs bring their own audio, but many times, the quality of sound is not very good, which will greatly affect the progress of the activities. The common problem is that the number of loudspeakers is not enough, so people who need to speak need to change their voices in turn to affect the smooth operation of the activities; The sound continuously screams, which is very harsh, affecting the normal progress of the activities and the mood of the guests; The volume is very low, so the guests and singers have to talk and sing with their voices


Therefore, Dawang still suggests that professional sound should be used for a decent activity. Although some venues have sound, it is necessary to make the activity smooth and standard.


According to the difference between high school and low class, the budget of regular sound in the activity is about 20000 yuan, 10000 yuan and 5000 yuan.


Launching ceremony in the activity:


A decent activity must have a climax part. The activity without climax is like a flat stagnant water. It is lifeless and can't lift people's spirit. After participating in the activity, the memory is not deep. If there is a ritual link in the activity, it will give the activity a node of climax. If the ceremony is particularly novel, it will make people remember deeply.


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The most commonly used ritual props are: starting ball, ice sculpture, putter and other conventional props. The price of such props is not very expensive, which is basically between 1500-5000 yuan. Ice sculpture is the most expensive because it needs to be customized; However, some activities need to customize some ritual props according to the theme, product shape and logo, which will be more expensive than conventional ritual props, and the market price is basically between 5000-10000.

You can read it here [how to start the ceremony] This article



3. Professional event service personnel


A decent activity needs several kinds of professional service personnel. They are: host, Miss etiquette, models, photography, entertainment personnel, some of the more demanding activities, even shorthand, security, cleaning, simultaneous interpretation and other personnel needs.


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The market price of these professional service personnel is about 2000-5000 yuan for commercial Chinese hosts, 3000-8000 yuan for bilingual commercial hosts, and 50000-150000 yuan for TV hosts; Etiquette Miss 500-1000 yuan / day; Domestic models 800-2000 / day, foreign models 2000-3500 / day; Photography 1500 / day, rocker rental 2000 yuan / day, broadcast station 2000 yuan / day; Performing arts personnel 500-1500 / person; Shorthand 1600 / day; Security 600-800 / day; Cleaning 500-700 / day; Simultaneous interpretation 2000-2500 / day, excluding translation.



4. Printing materials


A decent activity includes these printed materials: invitation letter, gift bag, guest card, seat card, activity manual, flow chart, arm stickers, posters, etc;


Their prices are as follows:


Invitation letter: 250 coated paper folding + envelope, 12-15 yuan / piece;

Gift bag: coated paper + 4-color printing, 12-15 yuan / piece;

Guest card: PVC printing + Logo rope 8-10 yuan / piece;

Card: coated paper 3 fold 5 yuan / piece;

Activity Manual: 20pa4 size, 15-18 yuan / copy;

Flow chart: A4 coated paper, double-sided printing, 2 yuan / copy;

Arm stick: 6cm in diameter, self-adhesive tape: 2 yuan / piece;

Poster: 60cm * 90C, transferable gum 35-40 yuan / sheet.


invitation


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Gift bag


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Guest card


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Seat card


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manual


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Flow chart


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Arm stick


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poster


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5. Hand salute


Generally speaking, there are several categories of gifts in activities:

Craft (e.g. wood products, crystal products)

Household (such as: thermos cup, kitchen utensils, tea sets)

Electronic products (such as: Power bank, U disk, digital products)

Office gifts (such as: gift pen, Notepad), business gifts (such as: suitcase, business card holder)

Personalized customization category (such as: mug, tie clip, emblem).


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If the budget is classified by grades, the approximate budget differences are as follows:


Below 50 (e.g. Notepad, business card holder, mug)

50 ~ 200 (e.g. thermos cup)

200 ~ 500 (e.g. luggage, kitchen utensils, leather goods)

500 ~ 1000 (e.g. watch, digital camera)

More than 1000 (e.g. office suit, custom commemorative coin, cloisonne tea set).




6. Media invitation


Market activities generally have the demand of media publishing and attendance. The media can be classified into the following categories: print media, network media, TV media, video media and new media. In recent years, due to the impact of new media, the market share of traditional media has declined greatly, and the communication value brought by it has also been greatly reduced.


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In the traditional media cooperation mode, media procurement basically needs to be purchased through public relations companies. There is a great information asymmetry between customers and media. With the development of the Internet, there are many Internet platforms for media procurement. If you need to, you can also directly connect to the platform for media procurement.


At present, the approximate media quotation is as follows:


TV media: 5000-10000 / home;

Network media: 1000-1200 / company;

Video media: 2000 / home;

Print media: 1500-2000 / company;

New media: 5000 to hundreds of thousands.


All of the above are channel fees, excluding contribution expenses.




7. Multimedia production


A large number of LED screens are used in many activities. These LED screens are expensive and much more flexible than the traditional background board. They can play PPT, PPT, and so on However, some companies spend a huge amount of money on these multimedia content, and sometimes make the LED screen become a static background, so the LED screen is not worth the cost.


Therefore, Dawang suggested that if an activity uses LED screen as background presentation, some budget can be put on the presentation of multimedia content on the large screen.


At present, the conventional market quotation is as follows:

Ppt production: ordinary ppt production can be completed by itself, and high-end PPT (such as some large-scale press conferences) costs about 500-1000 per page.


Video production:


Material editing: General 2000-5000;

Video production of ritual effects: 5000-10000;

Award Video: about 2000;

Publicity video: 30000 cases;

Special effects / Animation: 500-1000 / S;



8. Planning and design


This part is basically completed by the activity company, which is generally called service fee. At present, the mainstream activity companies in the market charge 10% - 15% of the total charge of all the previous projects. The charges of well-known 4A companies can reach 17.5% (4a has service fee standard).


Of course, many customers don't quite understand why they need to charge service fees. Even more, some customers directly ask the event company to reduce the service fee. Therefore, this is also the biggest reason that the planners and designers in the event company have no intuitive output. This also indirectly leads to the event company's offering price to customers, The cost of materials will add a large part of the profit to the cost, so as to avoid the customer's profit margin when erasing the service charge.



It can be seen that our domestic understanding of planning and design is still very shallow. Generally speaking, the domestic market does not respect Party B's creative personnel sufficiently.


The above are all the items that may need to be spent in an activity, as well as the cost range of each type and each sub category. It needs to be explained that the above expenses refer to the first and second tier cities, and the accuracy is not 100%.




Step 3: Benchmarking


If he is a conscientious customer, after seeing these contents, even if he has not done any activities before, he must have a framework concept for the activities. He will certainly organize the contents for negotiation and communication, and then communicate after reaching the preliminary opinions. However, he is very helpless. This is not the case in China, Party A is not professional and most of them are lazy. He still wants to know a precise budget. What should we do at this time?


Back to the restaurant scene again, after we introduced to the customers where we need to spend money, the customers still asked, when we have 10 people, do you have a specific price, at this time, as the restaurant owner, what will you do?


I think it is highly efficient to show him a small ticket for a dinner party of 10 people from the previous family. "You see, this is another table for 10 people. They ordered 8 cold dishes, 10 main courses, 1 staple food and 2 bottles of red wine, totaling 1500 yuan."


Is this a highly efficient way for customers who don't want to order their own food completely, they will probably fine tune it or place an order according to this list, right?


What should we do in the event scene? Benchmarking may be a better approach.


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When we know the basic information of customers, We can present quotations and activity effect photos of other customers in similar scenarios according to the basic information (customers' privacy can be avoided by themselves). You can tell customers that they are the same as you. They are also 100 people. 100000 can be a customer, 200000 can be b customer, 300000 can be C customer. What's more, the next thing may be better.


Many restaurants have even launched the catering mode now. Customers only need to tell each person how much budget they have. The restaurant serves their own dishes with excellent efficiency. Similarly, in the activity industry, can we provide professional package service according to the basic information of customers in the future?


The development of each industry will go through the process from primitive to primary, from primary to advanced. In addition to the promotion of science and technology, there are also countless industry practitioners' thinking and efforts.


Even in a very old industry like catering, we may ask how much it costs to have a meal. You can think about it in a different place. When customers ask "how much does an activity cost", they may have no idea and need our professional service.


When customers ask "how much does an activity cost", what they need is not only an answer, but also more communication and contact with the same frequency. Through continuous communication and contact, customers can truly feel the service value of activity practitioners.


The next time the customer asks, "how much does it cost to run an event?" We hope that we can share the same frequency with customers through professional







Tel: 15928086043     13880212776   QQ customer service: 1145847213 address: No.237, Section 2, Jiefang Road, Jinniu District, Chengdu, Sichuan Province

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