Budget Planning Questions, Answered

Running events in Australia means juggling venues, vendors, catering, and ten other moving parts. We get asked the same things over and over, so we've put together the answers that actually help.

Financial consultant reviewing event budget plans

Real Experience, Honest Answers

Over the years, we've worked with everything from grassroots community gatherings in Canberra to larger corporate functions across the ACT. The questions change a bit depending on the scale, but the underlying concerns stay the same.

People want to know if their budget is realistic. They wonder where costs blow out, and how to keep vendors on track. Some ask about contingency planning, others about payment schedules. We've seen what works and what doesn't, and this page reflects that.

These aren't generic FAQs copied from somewhere else. They're based on actual conversations we've had with clients who needed clarity before committing to their events. If your question isn't here, reach out. We're happy to talk it through.

Common Budget Concerns

These come up in nearly every initial meeting. We've tried to give direct, useful responses rather than marketing fluff.

How much should I actually set aside for unexpected costs?

Most planners recommend 10-15% of your total budget as contingency. In practice, we've found 12% works well for Australian events. Weather changes, last-minute vendor issues, or attendance spikes can all eat into funds quickly. Better to have it and not need it.

When do I need to start planning my event budget?

At least six months out for smaller events, closer to a year for anything with 200+ attendees. The ACT venue market fills up fast, especially around spring and early summer. Starting early gives you negotiating power and better vendor availability.

Can I change my budget plan after we've started?

Yes, but it depends on timing. Before vendor contracts are signed, you've got flexibility. Once deposits are down, adjustments get trickier. We build revision points into our planning process so you're not locked in too early.

What's the biggest mistake people make with event budgets?

Underestimating small costs. Printing, transport, insurance, permits—they seem minor individually but add up fast. We've seen budgets blown by $3,000+ just from overlooked admin expenses. Tracking everything from day one helps avoid this.

How do you handle budget discussions with multiple stakeholders?

We create a shared document that everyone can review. Different departments or partners often have conflicting priorities, so transparency helps. Regular check-ins keep everyone aligned without endless email chains.

Do you work with fixed budgets or percentage-based fees?

We prefer project-specific pricing based on scope. Some events need intensive vendor coordination, others just need a solid spending framework. Percentage fees don't always reflect the actual work involved, so we quote based on what you actually need.

What Our Process Actually Looks Like

Initial consultation where we map out your event goals, attendee numbers, and any non-negotiable expenses you already know about
Detailed cost breakdown covering venue, catering, AV, staffing, permits, and contingency—all itemized so you can see where money goes
Vendor comparison research, not just the first three Google results but suppliers we've vetted through past events
Payment schedule planning that aligns with cash flow and vendor deposit requirements
Regular budget reviews as planning progresses, with adjustments made before costs spiral
Post-event wrap-up comparing planned vs. actual spending, so you've got data for next time

Event budget spreadsheet and planning documents

What Clients Actually Say

Elspeth Drummond

Corporate Events Coordinator

We'd overspent on our last two conferences by nearly 20% each time. luntharivelo helped us track where money was leaking and tightened up our vendor payment terms. Our 2024 event came in 3% under budget, which was a first for us.

Rhiannon Bellamy

Community Festival Organizer

I thought budget planning was just a spreadsheet exercise. Turns out there's strategy behind when you book vendors and how you negotiate payment schedules. luntharivelo walked us through it without the jargon, and we actually saved enough to add a second stage.

Still Have Questions?

Every event's different, and not everything fits neatly into an FAQ. If you're planning something for late 2025 or early 2026 and want to talk specifics, we're here.

Get In Touch