Why a brief beats a phone call
Three suppliers, three phone calls, three different events in their heads. That's how you end up comparing a R380,000 quote with a R610,000 one that isn't for the same thing. A written brief fixes the scope before anyone prices it.
| Brief section | Why suppliers need it |
|---|
| Overview (type, date, guests, area) | Decides venue size, crew size and whether the date is even available |
| Budget | Tells them whether to pitch a functional event or a show |
| Scope of work | Stops "AV" meaning two speakers to one company and a full LED rig to another |
| Objectives and feel | Drives creative, entertainment and the running order |
| Flags | Surfaces permits, power and safety requirements before they become variation orders |
How the budget check works
The tool compares your per-guest budget with the published all-in ranges in our Event Budget Calculator: about R850–1,500 per delegate per day for a conference and R1,200–4,000 per guest for a gala dinner, excluding VAT. Below the range doesn't mean impossible. It means you'll choose where to spend.
Planning further ahead? Our 2027 corporate event calendar shows the public holidays and peak weeks, and the Johannesburg conference cost guide breaks every line item down.
Frequently asked questions
What is an event brief?
One document that captures the who, what, when, where, how many and how much of your event, so every supplier quotes on the same scope. It ends the back-and-forth of mismatched quotes.
Is the Event Brief Builder free?
Yes. Answering the questions and seeing your brief costs nothing. We ask for your name and email only when you download the PDF or send it for a quote, and we handle your details under POPIA.
Where do the budget benchmarks come from?
From the published 2026 South African ranges on our own pricing guides: all-in cost per guest covering venue, catering, production, décor, entertainment, staffing, management fee and contingency, excluding VAT. They are planning guides, not quotes.
What happens when I click “Send to B&W for a quote”?
Your email app opens with the brief filled in and addressed to [email protected]. Attach the PDF if you like, hit send, and the B&W team replies within one business day with questions or a costed proposal.
Do I have to answer every question?
Only event type and guest count are required. Leave anything you don't know blank; the brief marks it “to be agreed”.
Can I edit the brief after it's built?
Yes. Click “Edit answers”, change anything, and the brief and budget check rebuild instantly.
Prefer to talk it through?
Skip the form and call or email us with whatever you have. We'll build the brief with you.
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