How Much Does a Meeting Really Cost?


Your meeting was a success! “Whew”, you’re so glad everything went as planned and the team is happy. Just when you start moving on with your day you see the “final invoice” from your meeting venue pop up in your inbox……WOW! It’s exponentially more than the original quote. Has this happened to you? It’s happened to me and it’s an unwelcome surprise.

I was researching material for this article and found that the average cost for ONE gallon of coffee in New York City (when planning a meeting) is $96.25. Yes, you read that correctly. That’s insane!!! I’ll never complain about a gallon of milk again.

That is just the tip of the iceberg. A post it flipchart ranges from $50 to $70 (for 1 flipchart), soft drinks can be priced upwards of $5.00 per can, and projection/screen setup can cost up to $1000 depending on the facility. This is all in addition to the room rental. Hopefully you will not be in need of any unexpected copies, extension cords, or office supplies while off site.

The point of this post is to help make you aware of additional expenses associated with offsite meetings so you aren’t caught off guard. If you know all the costs up front, it’s easier to budget and avoid the “surprise” invoice after your event. When booking your facility, it’s important to ask questions. Find out what’s included in the cost of meeting, and what’s an additional charge. You’ll also need to find out what the team needs for their meeting to ensure all items are included in the initial quote. It’s nice to keep your meeting check-off list handy in this scenario, so you don’t miss any unexpected items or materials.

When booking your next offsite meeting don’t be caught off-guard.  Have your best meeting ever and Book at sparkspace.  Our pricing includes the rental fee, AV equipment, flip charts, white boards, office supplies, beverages, light snacks, wifi, ect. For our pricing and a complete list of amenities please visit our website. I look forward to hearing from you!



Here you'll find ideas, tips, and techniques to help make your next offsite your best meeting yet.We've learned a lot during the 15,000+ meetings we've hosted, and we never stop learning (and sharing) because meetings and teams are always evolving. Be sure to leave comments and join the conversation!