Budget événementiel en : 4 clés pour convaincre votre direction d'investir

Do you want to organize an event to energize your team and strengthen cohesion? But how can you convince management to allocate a budget?  

An energizing seminar in the heart of a stylish business center, team-building activities in a legendary French sports venue, a team lunch high above the Eiffel Tower or on the Seine… There’s no shortage of opportunities to bring teams together for a unifying professional event. But to ensure your event makes an impact, you need a budget aligned with your goals and ambitions—a budget that allows you to meet your employees’ expectations, add real value to your gathering, and showcase your teams outside the company walls. Discover the key steps to estimate your event budget and convince your management to support your project.. 

1. Define Your Objectives and the Type of Event You’re Planning 

The first step when planning an event is to reflect on the objectives targeted. What purpose will your event day or evening serve? Will you be looking to build connections andinvolve your employees to reduce turnover? Do you want to develop skills train your teams on new tools or methods to increase productivity and boost performance? Do you want to offer a relaxing break a unifying moment during a team lunch or dinner? Celebrate successes and keep your employees motivated over time? 

 

 

Define the type of event that you want to set up, the target your event will target and list the number of participants. you want to bring together for the occasion. For example, you could plan a seminar day combining brainstorming sessions, workshops, and an inspiring conference, or an engaging training session complemented by a festive moment in an exceptional setting. For celebrations, you could surprise your teams by inviting them to a refined lunch or dinner in a prestigious restaurant.… 

Start by clearly defining your needs and reviewing your motivations, then translate the value of your event project into concrete terms for your management. 

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2. Define the needs associated with organizing your event 

Once the objectives and format of your event are clearly defined you can plan its flow and list the associated requirements. 

The main elements to define precisely in order to prepare your specifications and request a quote are as follows: 

• The location, to offer your employees a practical and inspiring option. ; 

• The venue's capacity or the space to be reserved, depending on the number of participants at your professional event; 

• The necessary equipment, depending on the planned activities (video presntation, speeches, interactivity,etc.). 

• The venue's flexibility and the different types of spaces available, depending on the format of your meeting (plenary session or conference, breakout sessions, team-building activities, informal breaks,etc.). 

 

Reviewing these different elements will then allow you to proceed with an accurate estimate of your event budget, or obtain a detailed quote from a specialized agency. This will allow you to define an initial specifications document that will serve as a framework for your project. 

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3. Estimate the required budget envelope  

To organize a memorable event , that values employees and leaves them with a lasting positive impression, it is essential to allocate the right budget. Keep in mind, for example, that the quality of the venue or reserved space can be a lever to impress your guests . that will leave a lasting impression by standing out through the catering offer and focusing on a exceptional gastronomy. That you can also make an impact on your employees through inspiring talks and original activities. There are many possibilities available to you, and each expense item must be considered and budgeted accurately..  

 

Doing things well and doing them right requires a serious and consistent approach to the event. It is therefore wise to gather the right information beforehand to obtain an accurate estimate of the overall budget you will need to request. 

By relying on your specifications document, you will be able to assess the different expense items (booking and rental of the venue, associated services such as reception, cloakroom, technical support, catering, booking of entertainment and external speakers, insurance fees and deposits, etc.). You will then be able to create atracking file for your bookings and actions to be completed, ensuring easier management of your event.  

This approach, however, often proves to be very time-consuming and relatively stressful for occasional event organizers and non-specialists.  

Feel free to reach out to us ! Proven expertise to bring to life a dynamic and memorable event. It’s a real source of peace of mind as well as a guarantee to optimize your event costs while ensuring it meets your key objectives and generates the desired response from employees. Together, we make sure that expense items are aligned to meet your objectives and ensure the right engagement levers are activated. 

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4. Present your aguments to your Management 

To convince your Management to support your project, you will need to demonstrate its relevance (especially true during times of budget cuts!). A strong argument will demonstrate that investing in an event budget will generate value for the company. In short, your Management needs to see your request not as a cost, but as an investment which will bear fruit and deliver financial returns for the organization in the short or medium term. While there is an initial cost, what truly matters is the expected ROI. 

Highlight concrete elements related to your project. Show how it will add value to your employees by providing them with new tools and working methods, offering inspiring external speakers, or creating moments of team cohesion. This will, for example :

• An increase in engagement, 

• The development of new skills and synergies, 

• A boost for creativity and collective intelligence, 

• A decrease in turnover / strengthened employee loyalty to the company, 

• Business growth. 

Support your argument with key figures that demonstrate the importance of professional events. For example, 70% of corporate event participants state that in-person events are the most effective lever for training and professional knowledge development (Freeman, 2024). 

Your goal is to secure an adequate event budget to ensure maximum impact. The appropriate budget will determine the achievement of a positive ROI because only with the right budget will you be able to achieve your objectives and create a positive business dynamic. 

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The little extra to convince ? 

Highlight some practices used by your competitors to energize their teams, generate engagement, and address turnover issues in particular. Today, everything is shared—through informal discussions at professional events and communication on social media. What events have your competitors organized? For what purposes and with what results? Don’t hesitate to highlight this information; it can provide valuable insights for your Management to consider ! 

You now have all the keys to convince your Management of the value of your event and secure the right event budget.