Event budget: all-inclusive package or individual suppliers?

At first glance, the comparison seems simple: you just need to add up the quotes and choose the lowest price. In practice, however, two proposals – which are rarely identical – can result in misleading total figures. One might include furniture, staff and cleaning, whilst the other is limited to the provision of the venue.

To make the right choice, you therefore need to compare far more than just the prices. The level of customisation, the time required for coordination, operational risks and the ability to deal with the unexpected also play an important role.

What exactly does an ‘all-inclusive’ package cover?

An ‘all-inclusive’ package combines various elements of the event into a single proposal. In particular, it may include venue hire, set-up, audiovisual equipment, catering, drinks, service staff and logistical support.

However, the exact contents vary from one venue to another. ‘All-inclusive’ does not necessarily mean that every conceivable service is included. Video recording, personalised décor, entertainment, overtime or specific technical equipment may remain optional.

The main advantage of this package lies in its integrated approach. The various service providers are used to working together and are already familiar with the venue’s constraints. The caterer knows where preparations need to take place, the technical team is familiar with the facilities, and the staff know the access points and the layout of the venue.

In terms of budget, this approach generally allows for a clearer picture of the total cost to be obtained more quickly.

What does working with independent service providers involve?

In this model, the organiser hires a venue and then puts together their own team of service providers. The caterer, technical support, furniture, décor, reception and entertainment can therefore come from different companies.

This solution offers a great deal of freedom. You can select each partner based on your theme, your specifications and the level of specialisation required. This approach is particularly well-suited to events where the staging, technology or culinary experience goes beyond the usual norms.

However, this flexibility requires greater coordination. Each service provider must receive the same information, adhere to the same schedule and be aware of the venue’s constraints. It is also important to determine who will take the lead when one service depends on another.

Who connects the video supplier’s equipment to the venue’s system? Who provides the tables needed by the caterer? Who takes delivery of the supplies? Who steps in if the set-up falls behind schedule? These questions may seem of secondary importance during the tendering process. On the day of the event, however, they are by no means of secondary importance.

Is an all-inclusive package, by definition, more expensive?

Not necessarily.

An integrated package may appear more expensive than a simple hire fee, as it directly includes several services. It would therefore be misleading to compare its cost with the price of an empty venue.

A venue that is already kitted out can sometimes save you from having to hire, transport and set up additional equipment. This can also reduce delivery, handling and coordination costs. On-site teams work in a familiar environment, which reduces the time needed for set-up and fine-tuning.

Conversely, an all-inclusive package may lose its appeal if it includes services you do not need. A very simple event does not necessarily require a full production team or a particularly extensive range of services.

The right question, therefore, is not whether the ‘all-inclusive’ package is expensive, but whether its contents actually match your programme.

Does using separate service providers always lead to savings?

Here again, the answer is not so straightforward.

By putting several service providers in competition with one another, you may be able to negotiate favourable terms. You could also opt for a simpler solution in certain areas and focus the budget on the elements that have the greatest impact on participants.

However, the total amount quoted represents only part of the actual costs.

Additional costs may arise for deliveries, staff transport, parking, set-up, electrical connections, cleaning or waste disposal. Some venues also charge venue hire fees or require a mandatory on-site supervisor when external service providers are used.

A service provider offering an attractive rate may therefore prove less competitive once these additional costs are taken into account.

An often-overlooked aspect: the time required for coordination

Your time is precious, as is that of your colleagues.

Working with multiple partners involves more phone calls, meetings, approvals and contracts. You need to centralise information, track deadlines, check orders and resolve any inconsistencies between quotes.

Let’s assume that managing separate suppliers takes an employee an extra three days. This time does not appear on any quote, but it is very much a cost item for the company. Furthermore, it can divert that person’s attention from other important tasks.

Use the following formula for a fairer comparison:

Actual cost of the event = external expenditure + internal time + coordination costs + contingency allowance

This more comprehensive approach can sometimes completely change the result.

The benefits of an all-inclusive formula

A clearer budget

When the main services are grouped together in a single quotation, it is easier to determine the cost per participant and arrive at a consistent budget figure.

This clarity is particularly useful when the budget needs to be approved quickly or presented to several decision-makers.

A single point of contact

A request, a change to the programme or a change to the schedule can be passed on to a single person. That person then takes charge of coordinating the relevant teams.

This centralisation reduces the risk of conflicting information and saves the organiser from having to constantly act as an intermediary.

Services that are already coordinated

The technical equipment is suited to the venue, the staff are familiar with the premises, and the catering service is well versed in the operational constraints. This compatibility reduces the number of checks required.

Clearer accountability

When a single partner coordinates several services, it is generally easier to know who to contact in the event of a problem.

Of course, this does not eliminate all unforeseen circumstances. But, above all, it prevents different service providers from passing the buck to one another whilst participants are left waiting.

Factors to consider before opting for an integrated package

The convenience of an ‘all-inclusive’ solution does not exempt you from the obligation to read the details of the offer.

Check the hours covered, the number of staff members, the technical equipment included and the quantities provided for catering. Also find out what happens if the number of participants changes or if the event runs longer.

The level of customisation is also worth clarifying. Can you adapt the menu, change the layout, provide your own decorations or incorporate an external entertainment programme? If so, do these adjustments incur additional costs?

A standardised package is perfectly suitable as long as your requirements fit within its scope. If your concept requires numerous adjustments, a more bespoke approach might prove more sensible.

The benefits of using independent service providers

A wide range of customisation options

You choose each partner based on their specialism. This freedom is invaluable for a themed evening, a product launch or a branded event where the image needs to be particularly distinctive.

Control over each individual element

You can decide to invest more in the technical aspects and simplify the catering, or vice versa. The budget is then set according to your priorities.

The option to retain your usual partners

Some companies already use a trusted caterer, agency or audiovisual team. Continuing to work with these suppliers can streamline preparations, provided the venue accepts them and their solutions are compatible with the on-site facilities.

The risks of a fragmented organisation

The more suppliers there are, the more points of interface there are.

A delay in delivery may prevent the set from being erected. A change to the stage design may affect the lighting. A change in the number of attendees may have implications for the furniture, catering and reception staff.

It is therefore not enough for each supplier simply to carry out their own task correctly. The whole event must function as a single, cohesive whole.

If you opt for separate suppliers, clearly appoint a coordinator. This could be a member of your team, an agency or a professional coordinator. Without this central role, any savings made may be negated by communication issues.

Which solution is right for your type of event?

For a meeting, training session or seminar, a package including the venue, presentation equipment, drinks and a meal generally offers the simplicity you’re looking for. The programme is predictable and the technical requirements are easy to identify.

For a conference, it all depends on the production scale. A standard set-up can be effectively managed using an integrated solution. However, a complex live broadcast, specialised staging or simultaneous interpreting may require additional expertise.

A corporate party also lends itself well to an all-inclusive package. When the venue, catering, drinks, staff and atmosphere are all bundled into a single package, the costs per participant become easier to manage.

Finally, a product launch or a highly staged brand event may warrant certain specialist services. Even in such cases, it remains worthwhile to build the project around an integrated framework, then add only the expertise that is genuinely required.

An ‘all-in-one’ approach does not preclude personalisation

The choice is not necessarily black and white. An integrated package does not mean that all events have to be the same, nor that you have to give up your own ideas.

The venue can provide the foundation for the project — spaces, furniture, technical equipment, catering and support — whilst additional options enhance the experience. Original décor, entertainment or more elaborate staging can then be added, depending on the concept and budget.

This approach allows you to personalise what guests will see and experience, without having to rebuild the entire organisation from scratch. The essential services are already co-ordinated; the options serve to give the event its own unique identity.

Why the ‘all-in-one’ approach meets a very specific need

Organising an event is not simply a matter of booking a venue and placing a few orders. It involves disseminating the right information, anticipating interdependencies and ensuring that every detail is ready at the right time.

When services are scattered, the organiser often becomes the sole point of contact between all the service providers. They pass on changes, monitor schedules, coordinate technical requirements and strive to spot any omissions.

With an ‘all-in-one’ approach, this coordination role is largely handled by a team that knows the venue and its capabilities.

Set-up can be carried out more quickly, as the equipment is already on hand and the procedures are well-established. Communication flows more smoothly, with requests channelled through a single central point of contact. The risk of misunderstandings is also reduced: staff, technicians and caterers do not discover the venue until the morning of the event itself.

What the organiser is buying, therefore, is not just a package of services. They are also buying time, consistency and a certain peace of mind.

BluePoint Liège: a single point of contact, a range of expertise

It is precisely this logic that underpins BluePoint Liège’s approach.

The venues are already equipped to host meetings, training sessions, conferences and corporate events. Thanks to on-site support, preparations can be supervised and technical or logistical requirements can be addressed swiftly.

Event catering is tailored to the concept, programme and audience. Decoration and entertainment options can also be added to the package when the event calls for a more distinctive atmosphere.

For the organiser, the advantage is clear: a single point of contact can bring together the various elements of the project and ensure they are consistent.

A change to the programme? This can be assessed taking into account the venue, technical requirements, service and timing. A change in the number of participants? Its implications for the layout and catering can be considered together.

This holistic approach avoids the need to deal with each change separately through different suppliers.

On the day itself, peace of mind becomes a real added value

The budget is important. But the success of an event is also measured by the fact that the organiser did not have to worry about other issues whilst it was taking place.

When participants arrive, your focus should be on welcoming them, the speakers and the day’s objectives. Not on a late delivery, a missing cable or a misunderstanding between suppliers.

An on-site team can handle the unexpected, coordinate the various stages and act quickly in the event of a change to the programme. This continuity reduces stress and contributes to a smoother experience for everyone.

This is where the added value of the ‘all-in-one’ package really comes into its own. This package does not promise that no unforeseen issues will arise. But, above all, it guarantees that you won’t have to deal with them on your own.

‘All-in-one’ package or individual service providers: how do you choose?

Opt for individual service providers if your event requires very specific expertise, if you wish to work with designated partners, or if your team has the time and experience needed to coordinate everything.

Opt for an all-inclusive package if you’re looking for greater budgetary clarity, swift set-up, a single point of contact and greater peace of mind on the day of the event.

The best model isn’t the one that includes the most services, nor the one with the fewest items on the quote. It’s the one that brings together the right skills, minimises unforeseen costs and allows everyone to focus on their role.

Are you currently planning an event and want to know which services you can include in your package? Submit your project to BluePoint Liège to receive a proposal tailored to your programme, your audience and your budget.