# Plan your event budget | Sourcing Force Events Source: https://events.sourcing-force.com/en/tools/event-budget/ Plan your MICE event budget: participants, duration, destination and existing suppliers. Request an indicative AI estimate with explicit assumptions and exclusions. Home/Your budget Your event · A budget to define # Plan your event budget. A corporate retreat, an evening event or a conference: identify the services to plan and the choices already made. Build a clear scope before comparing proposals. Your MICE budget ## Plan your event budget. Request an indicative AI estimate online, then refine your project with the Sourcing Force team if you wish. ParticipantsDaysNightsDestinationEvent dates FromToService levelTo be definedEconomyStandardPremiumLuxuryCurrencyEURUSDCADGBPYour event service packagesVenue and meeting roomsTo be definedInclude in estimateAlready covered (existing supplier or quote)Not neededAccommodationTo be definedInclude in estimateAlready covered (existing supplier or quote)Not neededCateringTo be definedInclude in estimateAlready covered (existing supplier or quote)Not neededActivitiesTo be definedInclude in estimateAlready covered (existing supplier or quote)Not neededGroup transportTo be definedInclude in estimateAlready covered (existing supplier or quote)Not neededCoordinationTo be definedInclude in estimateAlready covered (existing supplier or quote)Not neededExisting quotes, suppliers and additional details ### Estimate by our Event AI Agent AI-generated hypothesis, without verified rates or a definitive quote. Estimate my budget with AI Enter at least the participants, duration and destination. ### A quote tailored to your event. The Sourcing Force team helps you define the services and costs. Request a quote↗ Clear my inputs Your inputsAssumptionsCost categoriesCompare quotesPrepare your briefProcurement workflowFAQ 01 · Your project planning guide ## Start with your project. Define participants, duration, nights, destination, period and service level. Unknown answers can remain open. Request an indicative AI estimate without contacting the Sourcing Force team, then transfer your choices to the brief. Ranges are hypothetical; rates are not verified. ParticipantsHow many people are expected, and what access requirements need planning? Duration and nightsHow many days, nights and time slots are needed? Destination and accessWhich location or area, and which journeys and access arrangements? Period and flexibilityWhich period is planned, and are alternative dates possible? Service levelWhich spaces, meals, equipment and activities are expected? Scope and currencyWhich services are already covered, what should the Sourcing Force team handle, and in which currency? 02 · Your project planning guide ## Keep assumptions visible. Keep scope, inclusions, exclusions and points to confirm beside any quoted amounts. Separate fixed costs, quantity-based costs and services included in a package. Do not count an included service twice. ### Your planning notes - Your target budget is a planning input, distinct from an indicative AI estimate and a firm price. - Record the quantity, unit, source and validity date for each quoted service. Unknown amounts remain to be confirmed. - Confirm whether each quote includes taxes, and check its inclusions and exclusions. No universal tax rate is applied. - Keep each currency explicit. Comparing different currencies requires a documented conversion convention. - Fees and any contingency provision must be agreed separately. No Sourcing Force contractual commission is calculated here. 03 · Your project planning guide ## Eight categories to guide your discussion. Adapt these categories to your event. Keep your chosen suppliers and identify only the services still to entrust to the Sourcing Force team. These categories do not carry any indicative prices. 01 ### Venue and rooms Spaces and booking periods Specify rooms, schedules, access and private areas. Separate included services from additional requirements. 02 ### Accommodation Nights and room categories Record nights, occupancy and room categories. Check inclusions, booking terms and any applicable taxes. 03 ### Catering Participants and meal services List breaks, meals and drinks. Check quantities, staffing, equipment and service times. 04 ### Technical services Equipment and operating periods Identify sound, video, lighting and connectivity needs. Clarify setup, operation and removal costs. 05 ### Activities and entertainment Groups and programme Specify activities, supervision and equipment. Confirm inclusions, accessibility and alternatives if plans change. 06 ### Group transport Journeys, vehicles and rotations Describe departures, arrivals and rotations. Confirm capacity, schedules, waiting time and quoted services. 07 ### Planning and coordination Agreed scope and on-site support Define preparation, contributors and on-site presence. Support fees remain to be confirmed for the agreed scope. 08 ### Contingency Risks and decisions to document Identify risks and agree an explicit provision if needed. No standard percentage is applied; avoid counting an included service twice. 04 · Your project planning guide ## Compare scope before amounts. For each proposal, record the service, quantity, unit, currency, tax basis, inclusions, exclusions, source and validity. Clarify deposit and cancellation terms. A target budget, a selected quote, a procurement commitment, documented actual costs and a payment are distinct records. This planning tool does not merge them. ### Inclusions Check what the venue, meals, technical services and coordination cover. ### Comparison criteria Document quantities, units, currencies, taxes and dates for each proposal. ### Open questions Clarify fees, contingencies and terms specific to each service package. 05 · Your project planning guide ## Bring your information together. Use the budget form to transfer your inputs, existing arrangements and unknowns into the brief. Additional details remain editable. The examples below are fictional planning situations, not confirmed quotes, bookings or client events. Corporate retreat ### Plan a corporate retreat Fictional example: a retreat for 80 people, two days and one night near Lyon. Meeting rooms, accommodation, catering and an activity to plan. Budget unknown in EUR; flexible dates.Write my brief↗ Meeting or team day ### Keep your existing arrangements Fictional example: a team day for 40 people. Venue and equipment already chosen; keep these arrangements. Only catering and coordination need support. Budget unknown in EUR.Write my brief↗ Company evening event ### Prepare to compare quotes Fictional example: an evening event for 120 people. A venue quote is available. Check its inclusions, exclusions, units, currency and validity. Catering and entertainment costs remain to be confirmed.Write my brief↗ 06 · Your project planning guide ## Decisions remain specific to each service package. The Sourcing Force team supports you in a procurement workflow with a single supplier. Each actual supplier has its own purchase requisition or client order; the venue can be confirmed before catering. Budget preparation creates no purchase requisition or purchase order. Sourcing Force calculates the commission when the purchase requisition is created, then the definitive quote enables the client to issue an official purchase order. Confirmation requires the single supplier to receive that purchase order for the relevant requisition; a planning sheet or a selected quote confirms no service. After confirmation, Sourcing Force issues supplier orders and the Sourcing Force team tracks services, invoices and payments. Overall budget management is handled by Sourcing Force, complementing your ERP/S2P. The AI estimate remains hypothetical and a quote requires validated proposals; no integration, advance funding or financial terms are guaranteed by this page. Events defines your event needs and service packages. The procurement workflow preserves decisions for each package; this page creates no purchase requisition, order or payment. Explore event procurement with Sourcing Force↗ Explore procurement budget management in Sourcing Force↗ Human support ## The Sourcing Force team supports your event. Sourcing services, planning and coordinating the agreed scope, while keeping your chosen suppliers and existing arrangements. A brief creates no purchase requisition or purchase order. Questions to consider ## Plan around your existing choices. Does this page calculate my event cost?+ You can request an indicative AI estimate without contacting the Sourcing Force team. It shows a hypothetical range for estimated packages only, with assumptions and exclusions. It is not a quote; if the service is unavailable or inputs insufficient, the budget remains to be completed. Can I start with an unknown budget?+ Yes. Leave unknown inputs empty and identify the services you need. Costs, taxes, fees and contingency remain to be confirmed. Can I keep existing suppliers or quotes?+ Yes. Mark the relevant services as already covered and describe existing suppliers or quotes. The Sourcing Force team can support only the remaining scope. How should taxes, currencies and fees be handled?+ Document the tax basis and taxes for each proposal, then confirm inclusions and fees. Keep currencies separate without a documented conversion convention. This page applies no tax, exchange or commission rate. Is the planning sheet a quote or a submitted request?+ Prepare your brief in the shared popup, then request a quote using the HubSpot form after your validation. AI asks up to three useful questions, or none if your project is clear. A copy of your brief is sent in the body of an email. A brief is neither a quote, a booking, a purchase requisition nor a purchase order. Your team’s next highlight ## Let’s start with what you have. Your goals, existing choices and questions still to resolve. Plan my budget↗