We tracked booking patterns for 380 corporate events between May 2024 and April 2025. The results challenged some conventional wisdom about advance planning.

Events booked 3-5 months ahead showed more flexible pricing than those booked 9+ months out. Venues had better clarity on availability, catering costs reflected current supplier rates, and AV requirements could adjust to newer technology options.

• April-June 2025 bookings: Strong demand, book early or consider alternative dates
• July-September 2025: More negotiating room, especially mid-week
• October-December 2025: Premium pricing returns as year-end functions compete

This doesn't mean last-minute is always better. Just that there's a middle ground worth considering if your organisation has scheduling flexibility.

Since 2022, we've maintained relationships with 147 event suppliers across Southeast Queensland. Not just names in a database—actual working relationships where we understand their capacity, pricing flexibility, and reliability under pressure.

This network matters because event investment isn't just about the venue. It's coordinating multiple suppliers who each have their own pricing structures, availability windows, and minimum requirements.

When clients ask us to optimise their event budget, we're looking at the whole picture. Sometimes swapping one vendor for another saves 15% without compromising quality. Sometimes keeping a premium supplier in one area lets you reduce costs elsewhere without guests noticing.

It's about knowing who does what well, who works together smoothly, and where the hidden costs usually appear.

Looking at 200+ event budgets from 2024, certain patterns emerged that might help inform your planning:

• Venue costs: Typically 35-40% of total budget for Brisbane CBD locations
• Catering: 25-30% (varies wildly based on service style and dietary requirements)
• AV and technical: 12-18% (higher for hybrid events with streaming)
• Staffing and coordination: 8-12%
• Marketing and materials: 5-10%

These aren't rules. They're observations. Your event might need more technical investment and less catering. Or vice versa. But when someone's budget shows 50% going to venue and only 8% to catering, that usually signals a planning conversation worth having.

We also noticed that events allocating at least 10% to contingency funds handled last-minute changes with less stress and fewer cost overruns. Not exciting, but practical.

Queensland isn't one market. What works in Brisbane doesn't always translate to the Gold Coast or regional centres.

Gold Coast venues run premium rates November through February (tourism season), while Brisbane pricing peaks around conference season (March-May, August-October). Regional venues like Toowoomba or Sunshine Coast often offer better value but require more logistical planning for transport and accommodation.

We helped a client move their 2024 conference from Brisbane to Noosa, saving 22% on venue and catering while adding only 8% in transport costs. The change also reduced scheduling conflicts since regional venues had more availability during their preferred dates.

Location flexibility opens up options. Even considering venues 30-40 minutes outside metro areas can shift the investment equation significantly.