The Cost of Starting an Event Planning Business: 20 Essential Supplies You Need

Event planning is a low-cost business idea that offers great potential for success. While creativity and organizational skills are essential, having the right tools and supplies is crucial to bring your ideas to life. In...

Event planning is a low-cost business idea that offers great potential for success. While creativity and organizational skills are essential, having the right tools and supplies is crucial to bring your ideas to life. In this article, we will explore the must-have equipment you need to launch your event planning business and provide an estimate of their costs.

Essential Equipment for a Startup Event Planning Business

1. Cell Phone and Cellular Service

Your cell phone is the control center for your event planning business. It's where you'll communicate with clients, vendors, and your team. When choosing a phone, prioritize battery life and a high-quality camera for capturing crisp images of your event designs. Additionally, download event planning apps to help you stay organized on the go. Estimate cost: $600 to $1,200 for a flagship phone, plus $150/month for cellular service.

2. Laptop Computer

As an event planner, your office needs to be wherever you are. Choose a lightweight laptop with a long battery life, ample storage space, and a high-resolution screen. This will be your primary connection to your event planning software, allowing you to update layouts, manage tasks, and share notes with your team. Estimate cost: $1,500 to $2,500.

3. Business Cards

Business cards are powerful marketing tools. They help generate new clients and facilitate networking. Design your own or customize existing templates, ensuring your business logo and contact information are prominently displayed. Keep them on hand and distribute them during conversations and networking events. Estimate cost: $400 for 500 cards.

4. Fast and Reliable Router and WiFi

Since event planning software is cloud-based, having fast and dependable WiFi is crucial for sharing updates and ideas with clients and your team. Upgrade your home WiFi capabilities if necessary, and invest in a reliable small business router for essential tasks like venue sourcing and financial transactions. Estimate cost: $100 to $400 for a business router, plus $90 to $250 for high-speed internet.

5. Car

Unless you have access to reliable public transportation, a car is essential for scouting venues, meeting clients, and searching for event decor elements. Estimate cost: $25,000 to $35,000 for a new mid-size sedan.

Event Planning Checklist Picture: Guide: How to Create an Event Planning Checklist

Essential Event Planning Office Equipment

As your business grows, you'll need additional equipment to juggle multiple events and client meetings. Here are some essential items for your event planning office:

6. Printer

Printers are still necessary for creating hard copies of contracts and event floor plans. Opt for a printer that can handle high-quality prints and accommodate different paper sizes. Estimate cost: $300 to $1,000.

7. Tablet

Tablets are portable and practical tools for client meetings and inspiration sharing. They are especially useful for displaying portfolios and image boards. Estimate cost: $500 to $1,700.

8. High-Quality Camera

Investing in a DSLR camera will allow you to capture stunning photos and videos of your events. Use these visuals for your portfolio, event websites, and promotional materials. Estimate cost: $500 to $2,000.

9. Furniture and Decor

Create a comfortable and inspiring office space for meetings with clients and your team. Choose furniture that reflects your event planning style and add elements that spark conversation and creativity. Estimate cost: $100 to $3,000.

10. Inspiration Wall

Set up a dedicated space where you can gather your latest event ideas and inspiration. Use cork or magnet boards to attach pictures and color swatches. This wall will become a valuable reference tool for your event designs. Estimate cost: $100 to $400 for cork boards or magnet boards.

11. Office F&B Equipment and Stock

Hospitality is key in the event industry. Keep essential items like a coffee maker, water dispenser, and healthy snacks on hand for both clients and your team. Estimate cost: $150/month for water cooler delivery and snacks.

Event Planning Emergency Kit

Being prepared is crucial in event planning. Here are some items to include in your event planning emergency kit:

12. See-through Plastic Banker's or File Box

Use a see-through container to store and organize your event supplies. This will allow you to quickly assess what you have and when you need to restock. Estimate cost: $20 to $40.

13. Name Tags

Name tags are essential for seamless event check-in and attendee networking. Keep a supply of sticker name tags and plastic name tag holders on hand. Estimate cost: $80 for 100 holders and 500 stickers.

14. Permanent Markers

Bold permanent markers are versatile tools for creating signs and name tags on the spot. Keep a variety of colors available for different purposes. Estimate cost: $50 for 2 packs.

15. Mini Sewing Kit

A mini sewing kit will come in handy for quick outfit repairs at events. Ensure it contains thread, needles, a needle threader, fabric tape, and small scissors. Estimate cost: $10.

16. First-Aid Kit

A fully stocked first-aid kit is essential for handling medical emergencies. Include items like antiseptic wipes, adhesive bandages, tweezers, and instant cold packs. Estimate cost: $25.

17. Makeup Kit

Having a makeup kit on hand ensures that both your team and clients always look their best. Include a range of shades for different skin tones and keep sanitary tools like cotton balls and swabs available. Estimate cost: $150.

18. AV Equipment

While AV vendors are typically hired for large-scale events, having some basic AV equipment can be beneficial. Consider investing in tossable microphones or other equipment to encourage participation. Estimate cost: $400 for a Catchbox microphone.

19. Extension Cords and Floor Cord Covers

Extension cords and floor cord covers are essential for setting up event equipment in various locations. Ensure you have cords of varying sizes and covers to prevent trip hazards. Estimate cost: $200 for 3 cords and covers.

20. Backup Portable Chargers

Having backup chargers available will save the day when your phone or other devices are running low on battery. Invest in multi-chargers that can be plugged into different power sources. Estimate cost: $200 to $300 for 4 to 5 chargers.

Saving Money on Event Planning Equipment

When starting out, it's important to stick to a budget. Consider purchasing office supplies and tech accessories from big-box stores or wait for sales at local office supply stores. To save on office space, explore thrift stores for furniture, and consider DIY painting and decor. These choices will allow you to allocate more funds to critical items like phones and computers.

With the right equipment and supplies at your disposal, you'll be ready to launch and grow your event planning business successfully. So, get equipped and start creating unforgettable events for your clients!

Next, discover the latest event industry trends and find out the best event Facebook groups to join for learning and growth. Alternatively, explore how Social Tables' event planning software can elevate your business to the next level.