What we do with your brief
When a brief lands in bookings@, the first thing we check is whether the budget, the guest count and the ambition agree with each other. This tool runs that check for you, using the ranges from our corporate event cost guide: R650–1,400 per delegate for a full-day conference and R950–2,600 for a gala dinner, all-in, excluding VAT.
Then we look at the flags: peak-season dates, alcohol at an unlicensed venue, outdoor power, and crowd sizes that pull in SASREA safety planning. Because our production is in-house (30+ staff, 10+ trucks, a 2,000 m² warehouse), we can usually answer those on the first call.
| Brief section | What it changes in our quote |
|---|---|
| Guests and area | Venue shortlist, crew size, truck count |
| Budget per guest | Functional event or full show |
| Scope | Which departments we bring: AV, staging, décor, bar, talent |
| Feel and goals | Creative concept, entertainment, running order |
Already have a brief? Our older event brief generator takes the long-form version. This builder is the fast one.
Frequently asked questions
What is an event brief?
One document that captures the who, what, when, where, how many and how much of your event, so every supplier quotes on the same scope. It ends the back-and-forth of mismatched quotes.
Is the Event Brief Builder free?
Yes. Answering the questions and seeing your brief costs nothing. We ask for your name and email only when you download the PDF or send it for a quote, and we handle your details under POPIA.
Where do the budget benchmarks come from?
From the published 2026 South African ranges on our own pricing guides: all-in cost per guest covering venue, catering, production, décor, entertainment, staffing, management fee and contingency, excluding VAT. They are planning guides, not quotes.
What happens when I click “Send to B&W for a quote”?
Your email app opens with the brief filled in and addressed to [email protected]. Attach the PDF if you like, hit send, and the B&W team replies within one business day with questions or a costed proposal.
Do I have to answer every question?
Only event type and guest count are required. Leave anything you don't know blank; the brief marks it “to be agreed”.
Can I edit the brief after it's built?
Yes. Click “Edit answers”, change anything, and the brief and budget check rebuild instantly.
Got a brief? Got a problem?
One team, one accountability line. From concept to load-out — we are the suppliers.
Let's talk →