Venue
A location to suit the format, city, season and guest numbers.
Event cost · Warsaw and across Poland
How much event planning costs in Warsaw and Poland
Nobody enjoys asking 'how much does this cost' only to get a vague answer. So we show our budget guides openly — so you have a sense of the numbers before we even talk, with a precise estimate prepared for you individually after a short brief.
- Budget guides shown openly
- Estimate on the day of your enquiry or the next day
Guide prices
An indicative event budget
A first set of guide figures for the event itself and for suppliers' services, so you can gauge the numbers before you speak to a manager.
Starting guide
A small corporate event
From20 000PLNAn intimate event for the team with a venue or restaurant, catering, a basic programme and coordination.
More about this formatA corporate event for around 50 guests
Approximately30 000–50 000PLNVenue, menu, technical production, programme, styling and coordination.
More about this formatA birthday
From10 000PLNAn intimate private format with a venue or restaurant, catering and basic organisation.
More about this formatA birthday with a programme
From15 000PLNA format with décor, a programme, photo or video and coordination.
More about this formatTeam building
From15 000PLNThe budget depends on the number of participants, activities, venue, catering and transport.
More about this formatPersonalised estimate
Other formats
We calculate these individually to fit your brief:
These figures show a guide budget for suppliers' services and the content of the event itself — they aren't ready-made packages or a public offer. The exact amount and any applicable taxes are set after a short brief.
Harbor's fee is calculated separately, under the transparent model described below.
Agency fee
How much Harbor's services cost
10%of the total cost of the suppliers involved
3000 PLNminimum agency fee for corporate events
For private events the organisational fee can be lower and is agreed individually.
The final amount, scope of work and any applicable taxes are set out in a personalised proposal and contract.
Why
Why there isn't a single one-size-fits-all price
A corporate event, team building, a conference, a birthday, a private celebration or a corporate trip — these are different tasks with different content and logistics.
That's why a single figure would tell you nothing about your event. A personalised estimate isn't a complication — it's how we give you an honest cost for your exact format, scale and goals, with nothing surplus and no hidden costs.
- The format and scale of the event
- Guest numbers and the venue
- The programme and the level of service
- Logistics, transport and duration
Budget items
What makes up an event budget
A budget is the sum of its parts. Here are the main ones — the exact mix depends on your format.
Catering and bar
Catering, a dinner or a buffet and drinks — depending on the format.
Programme and host
The script, host, music, shows or activities for the event.
Technical production
Sound, lighting, staging, screens and streaming where needed.
Décor and styling
Styling the space, branding and the details that fit the event's idea.
Photo and video
Professional coverage of the event for reporting and for the memories.
Transport and accommodation
Logistics for guests and the team on off-site or multi-day formats.
Staff and coordination
The on-site team and coordination of the preparation and the event day.
Extra activities
Standalone elements or activities that lift the event.
What the work involves
The event budget and Harbor's organisational work
In an estimate it's worth separating two parts — the cost of the event itself and the agency's work to organise it.
The event budget
The direct costs of the venue, suppliers, catering, technical production, décor and the other elements of the event itself.
Harbor's organisational work
Choosing solutions and suppliers, agreeing the details, coordination and oversight of the preparation and the event day.
A preliminary proposal shows:
- The scope of work for your event
- The suppliers and services involved
- The agreed budget items
- Any possible additional costs
- Payment stages, where a specific contract sets them out
In the estimate these two parts are always counted separately — so the cost stays transparent at every stage.
Within budget
How Harbor helps you work within your budget
- We set priorities — where spending matters most to you
- We offer several options to suit different budgets
- We agree substitutions if an element goes beyond your limit
- We keep the cost items transparent at every stage
- We make sure the preparation stays within the agreed solutions
- We flag how changes to the brief affect the cost
We don't promise guaranteed savings or the 'lowest prices' — we help you spend your budget with intent.
How it works
How to get a preliminary estimate
You send an enquiry
Write to us via the form or on whichever messenger suits you.
You share the basics
The format, city, guest numbers, date and a budget guide.
Harbor clarifies the details
We ask a few questions to understand the task more precisely.
You receive a preliminary estimate
We prepare it on the day of your enquiry or the next day.
We agree the items
Together we refine the content and possible substitutions to fit the budget.
Preparation begins
Once agreed, we take the organisation and coordination off your hands.
FAQ
Questions about cost and estimates
What fee does Harbor charge?
The agency fee is 10% of the total cost of the suppliers brought into the project. For corporate events a minimum of 3000 PLN applies to the agency's work; for private events it can be lower and is agreed individually.
What does 10% of suppliers' costs mean?
It means Harbor's fee is calculated as 10% of the combined cost of all the suppliers involved in the event (venue, catering, technical production, décor and so on). The budget for the event itself is separate; the 10% is not the full cost of the event.
What is the minimum agency fee?
For corporate events the minimum agency fee is 3000 PLN: if 10% of the suppliers' services comes to less than 3000 PLN, this minimum applies. For private events the organisational fee can be lower.
How much does a corporate event in Warsaw cost?
As a guide, the budget for a small corporate event often starts from 20 000 PLN, while an event for around 50 guests is roughly 30 000–50 000 PLN. These are preliminary guides; the exact amount depends on the venue, menu, programme and other items.
How much does organising a birthday cost?
An intimate format is roughly from 10 000 PLN, while a format with a programme, styling and photography is roughly from 15 000 PLN. The final budget depends on the guests, the venue and the content.
Can you organise an event within a set budget?
Yes — we start from your guide figure and propose a format within it, being open about priorities and possible substitutions.
Can the final amount change?
Yes, if the mix of services, the guest numbers or the format changes. We always agree any changes with you first and show how they affect the estimate.
How quickly does Harbor prepare a preliminary estimate?
Usually on the day of your enquiry or the next day, provided the request includes the format, date, city and guest numbers.
Next step
Tell us about your event — and get a preliminary estimate
Describe the format, city, guest numbers, date and a budget guide. That's enough for us to prepare a transparent estimate for your brief.