Planning tools
The working tools, not a lead-capture PDF.
A budget estimator that shows its assumptions, an RFP framework that makes bids comparable, a communication plan that cuts no-shows, a risk register that lets the floor act, and a close-out framework agreed before registration opens.
Start here
What will this cost?
The first question in every budget conversation, usually answered with a guess. This gives you a planning range with the assumptions written next to it, so finance can push back on the assumption rather than on the number.
Event budget estimator
A planning range with the assumptions shown, so you can argue with it.
$1,455 – $2,140 per delegate
$403,865 – $593,919 total for 250 delegates, 3 nights in Gulf / Middle East, conference, excluding flights.
Assumes a good four or five-star property, a single hotel, standard AV for the format and no charter. Excludes gifting, visas, taxes local to your entity and anything exhibited. Real numbers move most with destination, season and how much private access the programme buys.
Want this costed properly against real venues and dates?
Send a briefAll tools
Five frameworks.
Planning ranges you can take to a finance conversationEvent Budget EstimatorDelegate count, destination tier, format and nights produce a per-head range with the assumptions stated.Open
The response format that makes quotes comparableVenue RFP FrameworkA structured RFP that specifies the programme rather than the room, and dictates how venues must respond.Open
What to send, when, and what it must answerDelegate Communication PlanThe message schedule from save-the-date to post-event survey, with the practical questions each one has to answer.Open
Owners, thresholds and who decides at 23:00Risk & Escalation RegisterA register of what can go wrong, who owns it, what triggers escalation and what the floor may decide alone.Open
What close-out should contain, including what went wrongPost-Event Report FrameworkAttendance, engagement, budget variance and the incident log — the report you can actually forward.OpenOne working day · hello@voyacircle.com
The templates are the easy half. The judgement is the other one.
These are free and will stay free. What they cannot tell you is which venue is bluffing on availability, which line item is padded, and which deadline genuinely carries a penalty. That is the conversation to have with us.