The Hidden Costs of Event Planning and How to Outsmart Them

No one likes budget surprises. But in the world of corporate events, trade shows, and incentive experiences, they happen more often than you'd think and usually when it’s too late to adjust. 

Most teams remember the big-ticket items like venue, food and beverage, and signage. But it’s the hidden costs—the ones buried in fine print or breezed past in early conversations—that can send budgets off course. 

At Right On Pointe, we believe a well-planned budget is the foundation of a seamless event. It should be thorough, flexible, and aligned with your goals. Whether you're planning a high-visibility trade show presence or an intimate executive gathering, here’s where we see budgets go sideways—and how we keep our clients ahead of the curve. 

Hidden Costs to Keep on Your Radar 

Drayage and Material Handling Just getting your booth from the loading dock to the show floor can carry a hefty price tag. Drayage fees vary by weight, timing, and union requirements. And they’re rarely negotiable. 

Power, Rigging, and Internet

Need lighting, monitors, or hanging signs? These require certified labor, which comes with minimum hours and steep rates. And yes, convention center Wi-Fi isn’t included—and it’s not cheap.

Overtime Labor

Weekend or after-hours setup might seem convenient, but it can trigger overtime rates. Even small schedule shifts can significantly increase your labor bill. 

Permits and Insurance

Bringing in a demo vehicle, serving alcohol, or running a live activation? Every city has its own permits and insurance requirements. These can easily be overlooked until they become urgent. 

Swag and Shipping Ordering giveaways is one thing. Getting them to the right place, on time, and within budget is another. Expedited shipping, warehousing, and return freight often catch teams off guard. 

Budget Smarter: The Right On Pointe Approach 

Always Build in a Buffer We recommend setting aside 10 to 15% for contingency from the start. It’s not a luxury. It’s a safeguard. 

Start with the Client’s Goals, Not the Line Items

We begin by understanding your event goals—what success looks like for your brand and your attendees. From there, we work backwards: what should guests feel, do, and remember? Once the experience is defined, we build a budget that brings it to life. 

Get Clarity on Every Line Item

Ask for detailed breakdowns from every vendor. Service charges, gratuity, and tax should never be assumptions. If it’s not in writing, it’s not accounted for. 

Use One Central Budget Tracker

We align every stakeholder with a single, real-time tool to track updates and decisions. It keeps the process organized, transparent, and data-driven. 

Vendor Negotiation Tips That Actually Work 

Ask, Then Pause

“Is that your best rate?” followed by a moment of silence can go a long way. You’d be surprised how often vendors come back with better options. 

Be Transparent About Budget Constraints

Clear boundaries create room for creative solutions. That could mean adjusting the scope, bundling services, or exploring multi-year deals. 

Compare Value, Not Just Price

That budget AV quote might not include overnight support. That low-cost venue might upcharge for everything extra. We look at the total picture—not just the price tag. 

The team at Right On Pointe digs into the details so you can focus on the big picture. We know where budgets tend to unravel and how to keep every dollar tied to results. 

Because smart planning isn’t about cutting corners, it’s about knowing where they are and choosing the right ones to take. 

Let’s plan smarter. Let’s make it count.