How the planner picks your three concepts
Every concept in the library is tagged for culture fit, how much it depends on the bar, family-friendliness, format, comfortable headcount and cost band. The planner scores each one against your answers and returns the top three. It deliberately mixes formats, so you might see a cocktail party, a seated dinner and an activity day side by side.
| Your answer | What it changes |
|---|
| Culture | The biggest factor: a sales team and a creative studio get different nights |
| Alcohol | “No” removes drink-led concepts; “limited” lowers their score |
| Budget per head | Concepts your budget covers score higher; the rest are flagged |
| On-site | Outdoor and off-site concepts are marked down |
| Headcount | Above 150, cocktail formats move up and full sit-downs move down |
Where the costs come from
Estimates use the published guide in our Event Budget Calculator: from roughly R650 per guest for a standard team-building day, and R1,200–R4,000 per guest for a gala dinner, excluding VAT. Each concept's position inside that range is a planning assumption, and we show it so you can sense-check it. For format-by-format costs and lead times, see our 2026 year-end function ideas and year-end ideas for Johannesburg corporates.
Timing advice comes from B&W Productions' published guidance: October–December costs 15–30% more, December Fridays book out early, and January and mid-week dates are cheaper. Choosing the music? Read DJ or live band? Then build the night's timings in our run-of-show generator.
From concept to booking
Once you've chosen a concept, work in this order: confirm headcount and budget per head, then shortlist and visit venues, then book entertainment and AV straight after the venue, because good bands and DJs are the next thing to sell out. Collect dietary requirements with the RSVP and confirm power and wet-weather contingency in writing. If your team works remotely or across provinces, a daytime or activity format lets people travel in and home the same day, and a long lunch is easier to justify than a hotel night. Download the PDF to share with your exco, then send it to us and we'll price the whole thing on identical scope.
Frequently asked questions
How much should we budget per person for a year-end function?
Our Event Budget Calculator guide starts from roughly R650 per guest for a standard team-building day and runs R1,200–R4,000 per guest for a gala dinner, excluding VAT. Our 2026 year-end ideas guide breaks this down by format.
How is the fit score worked out?
Each concept earns points for matching your culture, fitting your budget and suiting your headcount. It loses points for clashing with your alcohol policy or needing an off-site venue when you're on-site. The weights are planning assumptions, listed under the results.
When should we hold the function to save money?
Per B&W Productions' published guidance, October–December costs 15–30% more than the quiet season. January post-holiday rates are 15–25% lower, and Tuesday–Thursday dates offer better availability and often better rates.
Do the concepts work for a diverse team?
Every concept includes an inclusivity note, covering things like alcohol-free options, dietary needs, dress codes and family access. Pick “Diverse / inclusive / family-friendly” and inclusive concepts score higher.
Can we combine a year-end with team building?
Yes. Activity-led concepts like the Amazing Race and Braai Day combine both. Pick “Weekday” and daytime or activity formats get a small boost.
Can you plan and run it for us?
Yes. Click “Send to B&W for a quote” and the concepts go to our bookings team. We'll shortlist venues and come back with a costed plan.
Planning a corporate event in Gauteng?
Tell us the date, headcount and budget. We reply within 24 hours with a plan and a transparent quote.
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Concept costs are planning estimates, not quotes, and exclude VAT. Fit scores and each concept's position inside the published range are planning assumptions.
