What does it cost to organise an event – and what van we learn from ADE?

During Amsterdam Dance Event (ADE), hundreds of parties, performances and conferences take place across the city. Each event has its own atmosphere, scale and budget – from intimate club nights to large outdoor productions. Still, organisers big and small face many of the same cost categories: permits, security, production, staff and insurance.

In this article, we outline the main expenses involved in running an event and share a few tips to help you stay in control of your budget – so you can start your event well-prepared.

The main costs of organising an event

1. Permits and administration

Most events require a permit. Municipalities charge fees that vary depending on the size and location – typically from around €100 up to more than €2,000. Additional notifications for sound, temporary structures or alcohol sales may also be charged separately.

Tip: Apply for permits well in advance and coordinate with the municipality early. It helps you avoid last-minute costs or delays in preparation.

2. Security and crowd control

Security is mandatory at many events – and always essential for keeping things safe. Think of access control, crowd management, fire safety and first aid. Costs depend heavily on the venue, the number of visitors and the timing of the event.

Always check the minimum staffing requirements set by the municipality or venue and book security early – during busy weeks like ADE, rates often rise due to increased demand for certified personnel.

3. Artists, production and technical setup

For most events, the largest portion of the budget goes to the programme itself: artists, technical equipment and production. This includes artist fees, sound and lighting systems, stages, décor, power supply and technical crew. Depending on the scale and type of event, these elements typically account for 40–50% of total costs.

Smart planning also means thinking ahead about technical risks: having a spare sound system, backup power supply or plan B for equipment failure. And if something does go wrong, the right insurance prevents damage or replacement costs from hitting your budget hard.

4. Venue hire and infrastructure

The venue sets not only the atmosphere of your event but also a significant part of your costs. Rental prices vary widely depending on the city, size and available facilities. During busy event weeks such as ADE, rates are often higher due to demand.

Keep in mind additional costs for infrastructure and facilities – such as temporary tents or flooring, power and water connections, toilet units, fencing and signage.
Cleaning, waste disposal and energy use can also add up, especially for multi-day events.

When signing a venue hire agreement, make sure it’s clear what is and isn’t included – such as security, technical support or setup time. It prevents unpleasant surprises later.

5. Insurance

An essential but often overlooked cost: insurance. Event insurance protects you against the financial impact of damage, accidents or cancellation – expenses that can quickly add up without proper cover.

On No Risk’s website, you can calculate your event insurance premium in just a few minutes. That way, you’ll know your costs early and can include them directly in your budget.

6. Hidden costs

Beyond the obvious expenses, there are plenty of smaller ones that often appear late in the process – extra cleaning, night shifts and overtime, additional permit requirements or last-minute transport and equipment hire.

Reserve at least 10% of your total budget as a contingency buffer.

Smart budgeting: how to stay in control

A realistic budget starts with insight. Gather quotes from multiple suppliers and allow some margin for unforeseen costs within each category. Use a clear budget overview that breaks down costs per phase: preparation, execution and breakdown.

A few practical tips:

• Start booking and applying early to benefit from lower rates.
• Review contracts carefully – what’s included, and what isn’t?
• Account for price changes – for repeat editions or during peak event periods, rates for staff, technical services and venues can fluctuate significantly.
• Calculate your event insurance premium in advance, so you can include it directly in your cost planning.

Keeping a clear overview helps you understand exactly where your money is going – and ensures you’re financially prepared for every stage of your event.

Certainty creates freedom

Whether you’re organising a club night during ADE or a local event in your own city, understanding your costs and risks makes your organisation stronger. A well-thought-out budget and the right insurance give you peace of mind – even when something unexpected happens.

With No Risk, you know exactly where you stand financially. Calculate your premium online in just a few clicks, or contact us for personalised advice.

Image: Tom Doms - Loco Dice - Elementenstraat