Virtual Event Budgets

There are a lot of misconceptions about virtual events and how much they cost. They are most often less expensive than an in-person event, but, that also depends greatly on the in-person event costs and desires for the virtual experience.

Here are some items that may be on our virtual event budget and a range of costs:

Planning – The role of a planner is still crucial! There is a project plan to create, many to do’s to track, vendors too coordinate, ideas to generate and meetings to be led. Your event planner will be in the know on what is trending in the virtual space and be able to serve as a program producer too. Pricing will vary based on program duration and scope of tasks.
Cost Range: $6,000 – $25,000

Audio Visual – Unless you have a tech savvy volunteer or staff member, and the equipment in-house, you will likely engage an audio visual company to provide the platform and tech team to seamlessly execute your event. Pricing will vary based on number of days needed for recording vs. live program, program duration, complexities of the platform and more!
Cost Range: $5,000 – $70,000 (Median seems to be around $25,000 for a one-night

Videography – While you will film many elements in studio, there is likely a need for a
videographer to be on the scene and film outside of the studio. Pricing will vary based on length of video and number of hours spent in filming and editing.
Cost Range (per video): $1,500 – $6,500

Swag – You may be sending branded items to your attendees or sponsors. This may include
items that coordinate with your event such as a branded martini glass to go with a pre-event
mixology lesson or items that allow your guests to show their support of your company like a
branded mask. Pricing varies on what you order, quantity, etc. but this the range we have seen.
Cost Range: $0 (this isn’t necessary with every event) – $12,500

Emcee and/or AuctioneerWho will guide your audience through the event experience? Many virtual events are having two people as co-emcees for interaction and to keep the program dynamic for your audience. Having a pro in this role helps your program immensely and they can guide you through scripting best practices too.
Cost Range (per person): $1,500 – $4,000

Graphic Design – The design elements will be more noticed than ever! You will want to be sure they are on-brand and cohesive from the invite phase through the thank you. Your graphic designer may spend extra time designing dynamic elements for the virtual program. Many people are finding this time a great opportunity to refresh their event brand too.
Cost Range: $1,000 – $8,000

Stage Set – Your event may need some things to make it pop and be on brand. This could
include on-stage floral, a full stage buildout, draping, and more!
Cost Range: $0 – $2,000

Printing – It is likely your event will have minimal printing given the virtual nature. Perhaps
invites, thank you cards, solicitation letters, etc.
Cost Range: $0 – $1,000

Shipping & Postage – In the virtual era, you may need to ship items more frequently than an in-person event. This may include sending pre-event items to attendees like watch party kits or a binder of applicable worksheets. Post-event you may need to ship auction items or gratitude gifts. The biggest variable for pricing will be if are shipping locally or nationally.
Cost Range: $0 – $4,000

All events are a bit different, so, you may find that you have other costs you need to consider
such as:

  • Awards
  • Keynote speaker
  • Customized event website
  • Credit card processing fees

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