A corporate gala for 500 guests will naturally require more resources than an intimate wedding for 50.
Some venues have specific logistical needs (e.g., rigging points, staging, or extra AV) that can affect the cost.
Custom builds, premium décor, or intricate theming elements will increase costs compared to standard hire options.
Lighting, sound, staging, and AV are crucial for larger events and can significantly shape the quotation.
Crew for setup, pack-down, and onsite management are factored into the quote.
Peak seasons or short lead times can also influence pricing.
No two events are the same. A themed conference with branding, LED walls, and custom builds will have very different quotation figures compared to a birthday celebration using standard hire items. Event companies tailor each quote to your event’s needs, which is why providing as much detail as possible upfront is so important.
Take a birthday celebration, for example.
In one scenario, it’s an intimate backyard party with standard hire items like tables, chairs, simple lighting, and a few decorative props. The setup is relaxed, straightforward, and focused on bringing family and friends together.
In another, it’s a themed milestone birthday held at a venue with custom-built photo backdrops, immersive décor, mood lighting, branded signage, and a full AV setup for entertainment. Every detail is designed to create a show-stopping experience.
Category |
Details |
Estimated Cost (NZD) |
| Venue Styling | Draping, centerpieces, stage décor | $2,000 – $5,000 |
| Theming & Props | Themed builds, hire items, displays | $1,500 – $4,000 |
| Lighting & AV | Stage lighting, sound system, screens | $3,000 – $7,000 |
| Custom Builds/Prints | Branded displays, signage, backdrops | $1,000 – $3,500 |
| Staffing & Logistics | Setup crew, onsite managers | $1,200 – $3,000 |
| Miscellaneous | Transport, contingency, extras | $500 – $1,500 |
Note: Prices vary depending on size, complexity, and event requirements.
Event quotations are more than just numbers on paper; they serve as the blueprint for your entire event. A well-prepared quotation not only outlines costs but also reflects the level of planning, creativity, and attention to detail that will go into bringing your vision to life.
By understanding what goes into a quotation, you gain clarity on how each element contributes to the overall experience—from venue styling and technical production to custom builds, logistics, and on-site coordination. This allows you to make informed decisions, prioritise what matters most, and allocate your budget effectively without compromising on quality or impact.
With a clear, transparent quotation, you can plan your event with confidence, knowing exactly what to expect, where you can adjust based on priorities, and how to achieve the best results within your budget.
Theme Productions brings events to life with creativity, precision, and style.