What’s the Real Cost of Planning a Small-Scale Event? (And How to Budget Smart)

Planning a small event sounds easy — until you start adding up the real costs.

Venue. Food. Decor. Entertainment. Suddenly your "simple" gathering has a price tag that feels anything but small.

At FunCo Events, we specialize in making big memories out of small events — birthdays, baby showers, anniversaries, team parties, you name it.

We've helped hundreds of clients manage costs while still creating unforgettable experiences. Here’s a straightforward breakdown of what you can expect when budgeting for a small-scale event — and how to avoid common financial traps.

What Counts as a “Small-Scale” Event?

First, let’s define it.

Small-scale events usually mean:

• Guest list: 10–100 people
• Duration: Half-day or evening
• Venue: Local halls, private homes, small restaurants, outdoor parks
• Type: Birthdays, showers, retirement parties, office get-togethers, pop-up shops, community events

Small doesn't mean "cheap" — but it usually means less complicated logistics compared to weddings, corporate conferences, or large galas.

Average Cost Range: What Are We Talking About?

Here's the ballpark:

- Birthday Party (30–50 guests) = $2,000 – $5,000
- Baby Shower = $1,500 – $3,000
- Small Office Party = $2,500 – $6,000
- Outdoor Community Event (permit included) = $3,000 – $7,000

Note: Costs vary depending on location (urban areas = higher), time of year, and extras (live band vs. playlist, for example).

At FunCo Events (located right here in Singapore), typical small event packages start at $1,800 and go up depending on customization.

Where Does the Money Go? (The Real Breakdown)

1. Venue Rental: $300–$1,500

• Backyard? Free.
• Local park? Around $100–$300 (plus a permit fee if needed).
• Small hall or restaurant private room? $500–$1,500.

Tip: Booking during off-peak times (weekday evenings or Sunday brunch) often cuts venue prices by 20–40%.

2. Catering/Food & Drinks: $20–$80 per person

• DIY potluck: Very low cost.
• Full-service catering: $40–$80 per person.
• Food trucks or pop-up vendors: About $20–$35 per head.

Tip: Buffets and grazing tables cost less per head than plated meals. FunCo Events partners with several local caterers to create affordable food stations.

3. Decorations and Setup: $300–$1,500

• Balloon arches, floral centerpieces, photo backdrops, lighting.
• DIY decor kits: $150–$500.
• Full-service styling: $800–$1,500.

Tip: Renting decor instead of buying saves 30–50%. FunCo has a rental inventory of arches, signs, tableware, and even themed props.

4. Entertainment: $200–$1,000

• DIY Spotify playlist: Free.
• Local DJ: $400–$800.
• Live band (small): $700–$1,200.

Tip: Consider a friend who DJs or opt for a shorter entertainment time slot (e.g., 2 hours instead of 4).

5. Photography/Videography: $200–$800

• Pro photographer (2-3 hours): $400–$800.
• DIY photo booth setup: $100–$200.

Tip: Some photographers offer "mini sessions" if you only need a short coverage window.

6. Planning and Coordination Services: $500–$2,000

Hiring a planner for a small event might seem like a luxury — until you realize they save you hours, stress, and often negotiate better vendor deals.

FunCo offers three main packages:

• Basic Coordination (Day-Of Help): $500–$800
• Partial Planning: $800–$1,200
• Full Service Planning: $1,500–$2,000

Bonus: We also offer free initial consultations, so you only pay if you love what you hear!

Hidden Costs People Forget About

Even seasoned hosts overlook these:

• Permits (especially for outdoor events): $50–$300
• Insurance (some venues require it): $100–$200
• Transportation & Parking fees (some venues offer free parking coupons)
• Gratuities for vendors (usually 10–20%)
• Power sources for music setups at outdoor events (generator rentals)

Tip: FunCo’s detailed budget templates include a checklist of hidden costs so you’re never caught off guard.

How to Save Money Without Cutting Corners

• Bundle Services: Using one company (like FunCo) for planning + decor + coordination usually costs less than hiring separate vendors.
• Flexible Dates: Saturday nights are the most expensive. Thursday nights or Sunday afternoons are 15–25% cheaper.
• Simplify the Menu: Fewer entree choices = lower catering costs.
• Rely on Rentals: Tables, linens, and even photo booths are much cheaper to rent than buy.
• Limit Open Bars: Signature cocktails + beer/wine bars are cheaper and still feel special.

Why Hiring an Event Planner for Small Events Still Makes Sense

You might think, "It’s just a small party. I’ll handle it myself."

We hear that all the time — until people realize they’re stuck:

• Calling 12 vendors who don’t pick up
• Stressing over last-minute rainstorms
• Blowing their budget because they didn’t read the fine print

At FunCo, we believe every event deserves professional touch — no matter the size. And we customize our services so you don’t pay for what you don’t need.

Let’s Plan Your Next Event (Without the Headache)

At FunCo Events, we make small events unforgettable — and affordable.

📍 Location: 39 Woodlands Cl, #07-31, Singapore 737856
🌐 Website: event.funco.com.sg
📞 Phone: 8363 7858
📧 Email: cheryl@funco.com.sg
📸 Instagram: @FunCoEvents

Free consultations available.
Let’s talk about how to make your next small event big on memories — and easy on your wallet.

Frequently Asked Questions

1. How far in advance should I book an event planner for a small event?

We recommend booking at least 6–8 weeks in advance for small events. It gives you time to secure vendors, personalize details, and avoid rush fees. Last-minute events (under 4 weeks) are possible, but options may be limited.

2. Can I hire FunCo Events just for day-of coordination?

Absolutely! If you already planned everything and just need help running the event smoothly, our Day-Of Coordination Package starts at $500.

3. Do you offer event packages or à la carte services?

Both. FunCo offers bundled packages to save you money, but we also provide à la carte services like decor rental, vendor sourcing, or staffing, so you only pay for what you need.

4. What’s the minimum budget you work with for small events?

We typically work with budgets starting around $1,800. However, we’re flexible and love finding creative ways to make smaller budgets work without sacrificing quality.

5. Can you help with outdoor events like park parties or backyard gatherings?

Definitely! FunCo Event specializes in indoor and outdoor small events. We can assist with permits, weather backup plans, outdoor decor setups, and more.