Event Budgeting 101: What Does It Really Cost to Host an Event in Sri Lanka?

Understanding the true cost of hosting an event is critical for success. This guide provides real cost breakdowns, budgeting frameworks, and money-saving tips.

Event Budget Framework

The 70-20-10 Rule

70% - Core Event Expenses

Venue
Catering
Entertainment/speakers
Production (AV, lighting, stage)

20% - Marketing & Administrative

Marketing and promotion
Staffing
Permits and insurance
Administrative costs

10% - Contingency

Unexpected costs
Last-minute changes
Buffer for overruns

Small Event Budget (100 People)

Total Budget Range: LKR 300,000 - 800,000

Venue: LKR 75,000-150,000 (25%)

Community hall: LKR 30,000-50,000
Hotel function room: LKR 100,000-150,000
Restaurant private room: LKR 50,000-80,000

Catering: LKR 100,000-250,000 (35%)

Per Person Cost: LKR 1,000-2,500

Basic buffet: LKR 1,000-1,500/person
Premium buffet: LKR 2,000-2,500/person
Drinks: LKR 300-500/person
Wait staff included or add LKR 2,000-3,000 each

Entertainment: LKR 50,000-150,000 (17%)

Solo musician: LKR 25,000-50,000
Small band (3-4 piece): LKR 75,000-125,000
DJ: LKR 30,000-80,000
Emcee/Host: LKR 15,000-35,000

Production (AV, Lighting): LKR 25,000-75,000 (10%)

Basic sound system: LKR 15,000-25,000
Lighting package: LKR 10,000-20,000
Projector + screen: LKR 10,000-15,000
Microphones: Often included

Decoration: LKR 15,000-50,000 (5%)

Basic (balloons, table settings): LKR 10,000-20,000
Enhanced (flowers, themed): LKR 30,000-50,000

Marketing: LKR 10,000-30,000 (4%)

Social media ads: LKR 5,000-15,000
Posters/flyers: LKR 5,000-10,000
Event listing sites: Free (adsqr.lk)

Permits & Insurance: LKR 15,000-30,000 (4%)

Police permit: LKR 5,000-10,000
Insurance: LKR 10,000-20,000

Photography: LKR 15,000-40,000 (Optional)

Amateur photographer: LKR 10,000-20,000
Professional: LKR 25,000-40,000

Contingency (10%): LKR 30,000-80,000

Medium Event Budget (500 People)

Total Budget Range: LKR 2,000,000 - 5,000,000

Venue: LKR 500,000-1,500,000 (25%)

Hotel ballroom: LKR 800,000-1,500,000
BMICH smaller halls: LKR 600,000-1,000,000
Outdoor venue: LKR 400,000-800,000
Community venue (large): LKR 200,000-400,000

Catering: LKR 750,000-1,875,000 (37%)

Per Person: LKR 1,500-3,750

Standard buffet: LKR 1,500-2,000/person
Premium buffet: LKR 2,500-3,000/person
Gourmet/international: LKR 3,500-4,500/person
Drinks (non-alcoholic): LKR 400-600/person
Bar service (alcoholic): LKR 800-1,500/person
Wait staff (50 people, 10 waiters): LKR 30,000-50,000

Entertainment: LKR 300,000-800,000 (15%)

Local celebrity artist: LKR 200,000-500,000
Popular band: LKR 150,000-300,000
Multiple acts: LKR 300,000-600,000
Professional emcee: LKR 40,000-80,000
Backup entertainment: LKR 50,000-100,000

Production: LKR 200,000-500,000 (10%)

Professional sound system: LKR 80,000-150,000
Stage lighting (concert-grade): LKR 60,000-120,000
LED screens: LKR 50,000-150,000
Stage construction: LKR 75,000-200,000
Trussing and rigging: LKR 40,000-100,000
Technicians (3-5 people): LKR 30,000-50,000

Decoration: LKR 100,000-300,000 (5%)

Themed decor package: LKR 150,000-300,000
Floral arrangements: LKR 50,000-100,000
Entrance archways: LKR 30,000-60,000

Marketing: LKR 100,000-300,000 (5%)

Social media ads: LKR 50,000-150,000
Influencer partnerships: LKR 30,000-80,000
Radio spots: LKR 20,000-50,000
Print materials: LKR 15,000-30,000

Permits & Insurance: LKR 50,000-100,000 (2%)

Police permit: LKR 15,000-25,000
Local authority approval: LKR 10,000-20,000
Fire safety certificate: LKR 10,000-15,000
Alcohol license: LKR 25,000-50,000
Insurance (LKR 10M coverage): LKR 25,000-40,000

Staffing & Security: LKR 80,000-200,000 (3%)

Event coordinator: LKR 30,000-50,000
Security guards (10-15): LKR 40,000-80,000
Registration staff (5-8): LKR 20,000-40,000
Parking attendants (4-6): LKR 10,000-20,000

Photography & Videography: LKR 75,000-200,000

Professional photographer: LKR 40,000-80,000
Videographer + editing: LKR 60,000-120,000
Drone coverage: LKR 25,000-50,000

Contingency (10%): LKR 200,000-500,000

Large Event Budget (2,000+ People)

Total Budget Range: LKR 10,000,000 - 30,000,000+

Venue: LKR 3,000,000-8,000,000 (25%)

BMICH main hall: LKR 3,000,000-5,000,000
Waters Edge (outdoor + indoor): LKR 4,000,000-7,000,000
Purpose-built event space: LKR 5,000,000-10,000,000
Multi-day access and setup time included

Catering: LKR 4,000,000-11,250,000 (30%)

Per Person: LKR 2,000-4,500

Festival food vendors (multiple): LKR 1,500,000-3,000,000
Premium catering service: LKR 4,000-6,000/person
VIP area separate catering: LKR 500,000-1,000,000
Beverage stations (10+): LKR 400,000-800,000
Bar services (alcoholic, 3-5 bars): LKR 1,000,000-2,500,000

Entertainment: LKR 2,000,000-8,000,000 (20%)

International headliner: LKR 3,000,000-10,000,000+
Local A-list artists (2-3): LKR 1,500,000-3,000,000
Supporting acts (5-6): LKR 500,000-1,000,000
DJs (3-4): LKR 200,000-500,000
Emcees (professional team): LKR 100,000-200,000

Production: LKR 2,000,000-6,000,000 (18%)

Concert-grade sound (line arrays): LKR 800,000-2,000,000
Lighting (moving heads, LEDs): LKR 600,000-1,500,000
Large LED screens (multiple): LKR 400,000-1,200,000
Main stage construction: LKR 500,000-1,500,000
Secondary stages: LKR 300,000-800,000
Power generation: LKR 200,000-500,000
Technical crew (15-25 people): LKR 300,000-600,000

Marketing: LKR 1,000,000-3,000,000 (10%)

Social media campaigns: LKR 300,000-800,000
Influencer partnerships (10-15): LKR 200,000-600,000
Radio advertising (3 months): LKR 150,000-400,000
Outdoor billboards: LKR 200,000-600,000
TV commercials (optional): LKR 500,000-1,500,000
PR agency: LKR 200,000-500,000

Permits & Insurance: LKR 300,000-800,000 (3%)

Police permit (large event): LKR 50,000-100,000
Local authority: LKR 30,000-60,000
Fire safety: LKR 40,000-80,000
Alcohol license: LKR 50,000-100,000
Insurance (LKR 50M+ coverage): LKR 150,000-300,000
Multiple inspections and fees: LKR 50,000-150,000

Staffing & Security: LKR 500,000-1,500,000 (5%)

Event management team (5-10): LKR 200,000-500,000
Security company (50-100 guards): LKR 250,000-600,000
Medical team (paramedics, ambulance): LKR 80,000-150,000
Crowd control specialists: LKR 60,000-120,000
Volunteers coordination: LKR 40,000-80,000

Infrastructure: LKR 500,000-1,500,000 (5%)

Portable toilets (50-100 units): LKR 150,000-400,000
Fencing and barriers: LKR 100,000-300,000
Signage and wayfinding: LKR 50,000-150,000
Waste management: LKR 80,000-200,000
Generators (backup): LKR 100,000-250,000

Contingency (10%): LKR 1,000,000-3,000,000

Hidden Costs That Surprise Event Organizers

Venue-Related

Overtime charges: LKR 50,000-200,000 (if event runs late)
Setup/teardown days: Often charged separately
Venue damage deposit: LKR 50,000-500,000 (refundable)
Parking fees: Sometimes not included
Power consumption: Metered separately

Staffing

Meal allowances: Staff need to eat too (LKR 500/person)
Transportation: Getting staff to/from venue
Overtime: Beyond contracted hours

Production

Technical rehearsal time: Charged separately from event day
Equipment transport: Delivery and pickup fees
Generator fuel: If venue power insufficient
Cable runs: Extensive cabling charged extra

Licensing

Music royalties: SLMCA (Sri Lanka Music Copyright Association) fees
Content licensing: Using copyrighted material
Software licenses: For registration, ticketing systems

Post-Event

Cleaning fees: Deep cleaning if messy event
Waste disposal: Especially large events
Equipment damage: Broken or lost rental items

Typical Hidden Cost Total: Add 5-15% to Budget

Cost-Saving Strategies

Venue Savings

Weekday Events:

Save 20-40% vs weekend pricing
Best for corporate events

Off-Season Booking:

May-September rates much lower
Indoor events work year-round

Venue Partnerships:

Offer promotion/exposure in exchange for discount
Revenue sharing models

Community Venues:

Religious halls, community centers
50-70% cheaper than commercial venues

Catering Savings

Buffet vs Plated:

Buffet 20-30% cheaper (less staff)

Limit Menu Options:

2-3 items vs 6-8 saves significantly
Negotiate per-head pricing

Time of Day:

Breakfast/brunch cheaper than dinner
Cocktail reception vs full meal

Bring Your Own:

If venue allows, outside catering saves 30-40%

Negotiate Quantities:

Caterers overprepare - negotiate leftovers policy

Entertainment Savings

Emerging Artists:

Up-and-coming talent 50-70% cheaper
Still high quality, building reputation

Local vs International:

International acts 10-20x more expensive
Local artists with strong followings work great

Multiple Sets:

One artist, two sets vs two artists

DJ vs Live Band:

DJ 40-60% cheaper typically

Sound System Included:

Some artists include basic sound in fee

Production Savings

Venue-Included Equipment:

Use what venue provides (sound, projector)
Supplement only what's missing

Daylight Events:

Minimal lighting needed
Save 30-50% on lighting costs

Rent vs Buy:

Unless recurring events, always rent

Package Deals:

Single vendor for sound + lights + stage saves 15-25%

Marketing Savings

Organic Social Media:

Consistent posting costs only time
Build audience before paid ads

Free Listing Sites:

adsqr.lk and others - free reach
SEO value

Partner Cross-Promotion:

Exchange promotions with complementary businesses
Sponsor social media takeovers

User-Generated Content:

Encourage attendees to post (branded hashtag)
Free authentic promotion

Email Marketing:

Cheapest channel (LKR 0 if self-hosted)
Build list from past events

General Savings

Negotiate Everything:

Most quotes have 10-20% negotiation room
Ask for package deals

Book Early:

Early booking discounts 15-25% common
More vendor availability

Multi-Event Contracts:

Planning series? Negotiate multi-event discount

Barter Services:

Offer tickets/exposure for services
Works with newer vendors

Volunteer Staff:

University students, interns
Provide experience + certificates instead of pay

Budget Red Flags to Avoid

❌ No Contingency Fund: Always allocate 10%
❌ Verbal Quotes: Get everything in writing
❌ Assuming Inclusions: Clarify what's included/excluded
❌ Not Reading Contracts: Hidden fees in fine print
❌ Skimping on Insurance: One incident wipes you out
❌ No Cancellation Terms: Know refund policies
❌ Ignoring Permits: Fines exceed permit costs
❌ Underestimating Attendance: Plan for actual numbers

Budget Tracking Tools

Spreadsheets

Google Sheets (free, collaborative)
Excel templates
Track: Budgeted vs Actual costs

Event Management Software

Eventbrite (has budget tools)
Asana or Trello (task + budget tracking)
Monday.com (comprehensive)

Accounting Software

QuickBooks
Wave (free)
Track income + expenses in real-time

Budget Approval Checklist

Before finalizing your budget:

✅ All major vendors quoted
✅ Contracts reviewed for hidden fees
✅ 10% contingency included
✅ Payment schedules understood (deposits, balances)
✅ Cancellation policies acceptable
✅ Permits and insurance costs confirmed
✅ Staff and volunteer needs calculated
✅ Marketing budget allocated across channels
✅ Post-event costs considered
✅ Revenue projections realistic (if ticketed event)

ROI Calculation

For Ticketed Events

Revenue:

Ticket sales
Sponsorship income
Vendor fees (if applicable)
Merchandise sales

Costs:

All expenses above

Break-Even Point: Revenue = Costs

Profit Margin: (Revenue - Costs) / Revenue × 100

Healthy Margins by Event Type:

Music concerts: 15-30%
Corporate events: 20-40% (higher if sponsored)
Festivals: 10-25%
Community events: 0-15% (often non-profit)

Conclusion: Budget Planning Checklist

✅ Determine event size and type
✅ Research typical costs for your event category
✅ Get quotes from minimum 3 vendors per category
✅ Build detailed spreadsheet with all cost categories
✅ Add 10% contingency fund
✅ Identify cost-saving opportunities
✅ Secure sponsor ship to offset costs (if possible)
✅ Set ticket prices to achieve target margin
✅ Track actual vs budgeted costs throughout
✅ Review post-event for future improvements

Ready to budget your event? List it on adsqr.lk and start selling tickets!