Last updated on Feb 10, 2024

How can you factor in travel and lodging expenses for event staff in a production budget?

When you plan an event, you need to consider not only the costs of the venue, equipment, catering, and entertainment, but also the travel and lodging expenses for your event staff. These are the people who will help you set up, run, and clean up the event, and they may come from different locations and require different accommodations. How can you factor in these expenses in your production budget without breaking the bank? Here are some tips to help you estimate and manage your travel and lodging costs for event staff.

1 Research your options

Before you book any flights, hotels, or other transportation for your event staff, do some research on your options. Compare the prices, availability, and convenience of different modes of travel, such as driving, flying, or taking a train or bus. Check the rates, amenities, and locations of various hotels, motels, or Airbnb rentals near your event venue. Look for discounts, deals, or packages that can save you money or offer you flexibility. You can use online tools, such as Expedia, Kayak, or Google Flights, to compare and book your travel and lodging options.

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Lic Pablo Veloso
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Do good research is so important to reduce budget and get best options. Try different platforms and also quote directly either airline companies and hotels .

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Mwansa Chola

Marketing and Communication Specialist
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Research is the key to managing your entire trip. Find out information yourself before delegating or opting for an agency to help. FOR HOTELS: If the event is at a particular hotel, I recommend that you have your staff stay there. If not, research options within the area, and make sure that you consider factors such as meals, transportation, etc. Most hotels offer breakfast inclusive and it would be ideal if everyone stays at the same hotel for the sake of safety and togetherness. FOR FLIGHTS: I would advise that you speak to a travel agent to see if you can get better pricing. If you are dissatisfied make use of Expedia. I use it to plan a lot of travel and I compare that to the price directly given by an airline website.

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2 Negotiate your rates

Once you have a shortlist of your preferred travel and lodging options, you can try to negotiate your rates with the providers. You may be able to get a lower price or a better service if you book in bulk, in advance, or for a longer period. You can also ask for perks, such as free breakfast, parking, Wi-Fi, or shuttle service. You can leverage your relationship with the providers, your event size and scope, or your loyalty program status to negotiate your rates. You can also look for alternative providers, such as local transportation companies or bed and breakfasts, that may offer you a better deal or a more personalized experience.

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Ritesh Redkar

Head - Events & Engagement
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To factor in travel and lodging expenses for event staff in a production budget, conduct thorough research on destination costs, transportation options, and accommodation rates. Negotiate group discounts where possible. Include line items for flights, ground transportation, hotel stays, meals, and incidentals. Account for potential fluctuations in prices and establish a contingency fund for unexpected expenses. Regularly update and review the budget to ensure accuracy and enable proactive cost control throughout the event planning process.

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Mwansa Chola

Marketing and Communication Specialist
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Depending on the number of travellers, service providers are always willing to consider a discount. Do not expect these discounts when you reach the desk, make sure you communicate your request IN THE PLANNING PHASE. This ensures that you can get it invoiced and in your budget appropriately.

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3 Allocate your budget

After you have negotiated your rates, you need to allocate your budget for travel and lodging expenses for your event staff. You need to determine how much you can afford to spend on each staff member, based on their role, responsibility, and location. You also need to account for any taxes, fees, or surcharges that may apply to your travel and lodging bookings. You can use a spreadsheet, a software, or an app, such as Eventbrite, to track and manage your budget. You can also set up a contingency fund for any unexpected costs or emergencies that may arise during your event.

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4 Communicate with your staff

Finally, you need to communicate with your event staff about their travel and lodging arrangements. You need to inform them of their itinerary, confirmation numbers, check-in and check-out times, and contact details of the providers. You also need to clarify their roles, expectations, and schedules for the event. You need to provide them with any policies, guidelines, or instructions that they need to follow regarding their travel and lodging expenses, such as reimbursement procedures, receipts requirements, or per diem allowances. You can use email, phone, or a platform, such as Slack, to communicate with your staff and ensure they have all the information they need.

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Mwansa Chola

Marketing and Communication Specialist
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Before you even start searching for travel and lodging, make sure your staff are comfortable. Make sure you know everyone's allergies, meal preferences/restrictions, and any other information that could affect the trip in any way. Working an event in any capacity isn't easy and to have poor preparation for travel and accommodation will make it worse. Communicate at every step of planning to avoid unnecessary squabbles.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you factor in travel and lodging expenses for event staff in a production budget?

1

2

3

4

5

1 Research your options

2 Negotiate your rates

3 Allocate your budget

4 Communicate with your staff

5 Here’s what else to consider

Event Production

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How can you factor in travel and lodging expenses for event staff in a production budget?

1

2

3

4

5

1 Research your options

2 Negotiate your rates

3 Allocate your budget

4 Communicate with your staff

5 Here’s what else to consider

Event Production

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