Estimated Costs for Organizing a Year-End Party

WHAT COSTS ARE INCLUDED IN THE PROCESS OF ORGANIZING A YEAR-END PARTY?

When planning a professional year-end party , businesses need to prepare a reasonable budget to ensure the event runs smoothly.
In reality, the cost of organizing a year-end party includes not only food and drinks, but also many other items such as venue, decorations, staff, sound and lighting, gifts, and unforeseen expenses.

Understanding each cost category will help businesses easily control their budget, avoid unexpected expenses , and create a meaningful and memorable year-end event.

1. Venue for the year-end party

This is the biggest factor affecting the budget. Businesses can choose to hold the party at:

Restaurants, hotels, conference centers: suitable for medium to large-scale events, offering elegant spaces and professional service.

Outdoor spaces, such as gardens, rooftops, or beaches, create a natural, airy feel, but the cost of setting up the stage and equipment is usually higher.

Cost: ranges from tens to hundreds of millions of VND depending on scale and location.

2. Food and Drink

This is the item that accounts for the highest proportion of the total cost of organizing a year-end party.
Businesses can choose from:

Set menu: suitable for formal parties, served by the table.

Buffet: flexible, intimate, and offers a wide variety of dishes.

All-inclusive party package: includes food, service, tables and chairs, and basic decorations.

The price usually depends on: the number of guests, the quality of the food, and the type of service .

3. Decorations and stage

To make the party more professional and visually appealing, the decoration and stage setup play a crucial role. This includes the following items:

Backdrop, banner, standee

Tables and chairs, red carpet, photobooth for check-in.

Sound, lighting, and LED screen system

Fresh flowers, balloons, themed decorations.

HSV Media provides a complete package of stage equipment, sound, and lighting, helping businesses save significantly on individual rental costs.

4. Event Program & Staffing

A successful year-end party cannot be complete without a professional entertainment program and coordinating staff, including:

MC (Master of Ceremonies)

Singer , dance group, band

Artistic performance or comedy skit

Technical team

This part creates a lively atmosphere and helps employees and guests have a memorable experience.

5. Recreational activities & team building

Besides the ceremony and reception, interactive games, mini-games, raffles, or team-building activities are always invested in by many businesses to increase team cohesion. These activities help:

Create a cheerful and friendly atmosphere.

Boost team spirit and inspire employees.

6. Gifts and souvenirs

Year-end gifts are typically prepared to show appreciation to employees, customers, or partners. Although they don't constitute a large portion of the total cost, they are still an important element that adds meaning and completeness to the event.

7. Additional costs

Many businesses often overlook this expense, but it serves as a "safety buffer" to ensure the event runs smoothly. Additional costs may include:

Equipment transportation

Overtime costs

Prepare for contingencies such as equipment, personnel, and weather-related issues.

Recommendation: It's advisable to allocate approximately 5–10% of your total budget to this item to be prepared for any eventuality.

PRICE LIST FOR YEAR-END PARTY ORGANIZATION

Below are the suggested prices for year-end party packages at HSV Media:

Note: Prices may vary depending on location, time of event, program concept, and specific requirements of each business.

SECRETS TO OPTIMIZING COSTS FOR YOUR YEAR-END PARTY

To make the party meaningful and stay within budget, businesses can apply some of the following methods:

Define your budget from the start: Setting clear spending limits makes it easier to compare services and avoid unnecessary expenses.

Choose a suitable location: It doesn't necessarily have to be in a luxurious city center; just a comfortable space with convenient transportation will save you a significant amount of money.

Book early: Proactively contacting the provider 1-2 months in advance often gets you a better price and more options.

Choose a complete package: Combo packages (sound system, MC, party, decoration) are usually cheaper than booking each item separately.

Prioritize group experiences: Program content that fosters bonding and creates shared memories is more important than investing too much in elaborate presentation.

Effective Cost-Saving Tips

Utilizing internal staff: MCs, performers, and homegrown acts create a friendly atmosphere while reducing external hiring costs.

Leverage technology: Livestream and record commemorative clips using your phone instead of hiring a full professional filming and editing team.

Keep the menu reasonable: Choose a light and simple menu with few elaborate but high-quality dishes, rather than a large menu with excessive dishes.

Seeking internal sponsorship: Some businesses combine their year-end parties with activities honoring sponsors and partners to share the costs.

The cost of organizing a year-end party can vary depending on the budget and scale; the most important thing is thorough preparation and proper allocation. A successful year-end party is not just about eating and drinking, but also about fostering team spirit and inspiring the new year.

HSV MEDIA – A PROFESSIONAL AND CREATIVE YEAR-END PARTY ORGANIZER

With over 10 years of experience in event organization , HSV Media is proud to be a partner with hundreds of businesses in their Year-End Parties, Gala Dinners, and New Year's celebrations.

Key features of HSV Media:

Creative, professional, and dedicated team .

Modern event equipment is available: stage, podium, sound system, lighting, LED screen, tables and chairs, backdrop, etc.

Clear and flexible pricing tailored to your company's budget.

If you need a quote for a complete year-end party package , contact HSV Media immediately for detailed advice and the latest 2025 price list :

Hotline: 0362.209.208

government:https://hsvmedia.vn/​​​​​

Address: 184/20 Le Dinh Can Street, Ward 6, Tan Tao Ward, Ho Chi Minh City

Price List for Event Equipment Rental Services