Planning ranges you can take to a finance conversation
Event Budget Estimator
Delegate count, destination tier, format and nights produce a per-head range with the assumptions stated.
Event budget estimator
A planning range with the assumptions shown, so you can argue with it.
$1,455 – $2,140 per delegate
$403,865 – $593,919 total for 250 delegates, 3 nights in Gulf / Middle East, conference, excluding flights.
Assumes a good four or five-star property, a single hotel, standard AV for the format and no charter. Excludes gifting, visas, taxes local to your entity and anything exhibited. Real numbers move most with destination, season and how much private access the programme buys.
Want this costed properly against real venues and dates?
Send a briefWhen to use it
Use this before the first budget conversation, so the number in the room is a planning range rather than a guess.
What comes out of it
- A per-delegate range with a stated confidence
- An indicative split across accommodation, F&B, production, ground and technology
- The assumptions written out, so the number can be argued with
Other tools
Use them together.
Venue RFP Framework
A structured RFP that specifies the programme rather than the room, and dictates how venues must respond.
ToolWhat to send, when, and what it must answerDelegate Communication Plan
The message schedule from save-the-date to post-event survey, with the practical questions each one has to answer.
ToolOwners, thresholds and who decides at 23:00Risk & Escalation Register
A register of what can go wrong, who owns it, what triggers escalation and what the floor may decide alone.
ToolOne working day · hello@voyacircle.com
Take the framework. Ask us about the awkward part.
Nothing here is gated and nothing needs an email address. If you hit the point where the answer depends on what a supplier is actually willing to do, that is the point to send us a line.