What goes into a Dinner & Dance budget

"How much does a Dinner & Dance cost?" is the first question most committees ask, and the honest answer is that it depends on a handful of choices. This guide explains what those choices are, where the money usually goes, and how to brief an event company so the proposals you get back are comparable.

The five things that drive the cost

• Guest count. Food, drinks, seating and table decoration all scale with the number of people.
• Venue. A hotel ballroom, a restaurant buyout and a club or event space are priced very differently, and each includes different things.
• Day and season. Fridays and Saturdays in the year-end season are the most requested dates, so there's less room to negotiate.
• Food and drinks. Plated dinner, buffet or live stations, and whether alcohol is a free flow, a limited package or pay-as-you-go.
• Production and entertainment. Sound, lighting, screens and staging, plus the emcee, band or DJ, and any acts.

Where the budget usually goes

Most D&D budgets fall into the same groups, whatever the size of the event:

• Venue, food and drinks. Normally the largest share.
• Production. Audio, lighting, screens, staging and the technical crew.
• Entertainment and hosting. Emcee, live band or DJ, performers.
• Styling and decor. Stage design, table centrepieces, photo walls and theme elements.
• Photography and video. Event coverage, a highlight video, photo or 360 booths.
• Prizes and awards. Lucky draw prizes, trophies and gifts.
• Planning and management. Concept, coordination, vendor management and the team running the night.
• Extras. Transport, invitations, licences and contingency.

Per head or total?

Committees often think in "budget per head", while event companies quote by line item. Both are useful. A per-head figure helps you compare options quickly; an itemised quote shows what you can change. Ask for both, and check what the per-head figure includes: some cover only food and drinks, others the whole night.

Ways to get more from the same budget

• Spend where people notice. Great sound, lighting and a strong host do more for the night than expensive table decorations.
• Choose a venue that already has atmosphere. A space with character needs less styling.
• Shorten the formal programme. Fewer segments means less production time and more party.
• Be flexible on the day. A weekday or an off-peak month can open up better venues for the same money.
• Fewer, better prizes. A lucky draw with prizes people genuinely want beats a long one with small prizes.

What to give an event company for an accurate quote

• The date or date range, and how flexible it is
• Expected headcount, and whether partners are invited
• Your budget or budget range, total or per head
• The purpose of the night and anything that must be included
• Venue preferences, or venues you've already used
• Dietary requirements you know about, including halal
• What didn't work last year

A clear budget range is the most useful thing on that list. It lets a planner design the best night for that figure, instead of guessing.

Payment terms to expect

Event companies and venues normally ask for a deposit to hold the date, with the balance due before the event. At SPRED EVENTS, a 50% deposit confirms the booking and the balance is due two weeks before the event; the details are in our Terms & Conditions.

For an itemised proposal built around your budget, tell us about your event. You may also find our D&D planning timeline and our Dinner & Dance service page useful.

Dinner & Dance: how we plan it →