Budget per guest by party level
Thinking per guest is the simplest way to frame a budget. Here are the three levels we see most often:
| Level | What it includes | Budget excl. VAT / guest |
|---|---|---|
| Essential | Functional venue, walking dinner, DJ, basic technical set-up | €150 to €250 |
| Premium | Venue with character, set design, entertainment, polished welcome | €250 to €450 |
| Prestige | Iconic venue, seated dinner, artists, bespoke production | €450 and up |
Guest numbers matter too: below 80 people, the cost per head goes up, because the venue and technical costs are spread over fewer guests.
The cost breakdown, line by line
1. The venue: 20 to 30% of the budget
In Paris, hiring a venue for an evening ranges from around €3,000 excl. VAT for a simple space to over €50,000 excl. VAT for a monument or a palace hotel. Always check what is included: furniture, cloakroom, security, end time, in-house or open catering. A cheaper venue that imposes its own caterer can end up costing more. For inspiration, here are 10 exceptional event venues in Paris.
2. Catering and drinks: 30 to 40% of the budget
This is the biggest line. Allow around €60 to €130 excl. VAT per person for a walking dinner and €100 to €250 excl. VAT for a seated dinner, plus drinks (open bar, champagne) and serving staff. The walking dinner remains the most popular format: it keeps guests mingling and costs less than a seated dinner.
3. Sound, lighting and video: 10 to 15%
From €3,000 excl. VAT for a PA and ambient lighting to €20,000 excl. VAT and up for a stage, screens and a full control desk. It is the line most often underestimated, and the one that makes the difference between a room and an atmosphere.
4. Entertainment and artists: 5 to 15%
A DJ usually costs between €800 and €5,000 excl. VAT depending on their profile. Photobooth, performers, live band or master of ceremonies come on top. A well-known artist can cost more than the rest of the budget on their own: that is a call to make early.
5. Decoration and set design: 5 to 15%
From a few thousand euros for floral dressing and signage to several tens of thousands for a bespoke set. This is where a party takes on your brand's identity.
6. Staff, security and contingencies: 5 to 10%
Hosts and hostesses, cloakroom, security guards, photographer, insurance. Always keep a 5 to 10% buffer for the unexpected: an extra guest, an extra hour, rain that calls for a marquee.
7. Agency fees
An agency charges production fees, as a flat fee or a percentage. On the market, this is most often 10 to 20% of the budget. In return, it negotiates with suppliers and carries the coordination and the risk on the day. At Dare-Dare, every quote is itemised line by line: you know exactly what you are paying for.
Example: a 150-guest party in Paris
A premium party, walking dinner format, on a Thursday evening in November, in a venue with character:
| Item | Assumption | Amount excl. VAT |
|---|---|---|
| Venue | Private hire from 6pm to 1am | €10,000 |
| Catering and drinks | Walking dinner and open bar, €110 per guest | €16,500 |
| Technical | Sound, ambient lighting, screen | €6,000 |
| Entertainment | DJ and photobooth | €3,000 |
| Decoration | Dressing, flowers, signage | €5,000 |
| Staff and security | Welcome, cloakroom, security, photographer | €4,000 |
| Contingency buffer | Around 5% | €2,000 |
| Production fees | Depending on complexity | €6,000 |
| Total | About €350 per guest | €52,500 |
5 ways to make your budget go further
- Pick the right date. A Thursday is often cheaper than a Friday, and January or February far cheaper than December, when Paris venues are snapped up.
- Go for a walking dinner rather than a seated one: less service, more mingling.
- Choose a venue that is already beautiful. A venue with character needs less decoration.
- Focus the budget on one big moment. One great surprise leaves more of a mark than a dozen average activities.
- Book early. Two to three months ahead, and four to six months for an end-of-year party.
Frequently asked questions
What is the budget per person for a corporate party in Paris?
As a rule, allow €150 to €250 excl. VAT per guest for a simple, well-executed party, €250 to €450 excl. VAT for a premium party with a venue full of character and real set design, and over €450 excl. VAT for a prestige event in an iconic venue. These ranges cover venue, catering, drinks, technical production, entertainment and staff.
What is the most expensive item in a corporate party budget?
Catering and drinks often account for 30 to 40% of the budget, followed by venue hire (20 to 30%). Technical production, set design and entertainment share the rest.
How much does an event agency charge for a corporate party?
An agency charges production fees, either as a flat fee or as a percentage of the budget. On the market, this is most often 10 to 20% of the total budget. At Dare-Dare, fees depend on the complexity of the project, and every quote is itemised line by line.
How far in advance should you book a corporate party in Paris?
Ideally 2 to 3 months, and 4 to 6 months for an end-of-year party in December, when Paris venues are most in demand. That said, a party can be produced in 3 to 4 weeks if the brief is clear.