Planner or wizard: which one do you need?
We already run a year-end function wizard that answers four questions and recommends a package tier. This planner does a different job. It takes your culture, alcohol policy and venue situation and gives you three themed concepts to put in front of your exco. Each one comes with a format, entertainment, décor, food, an inclusivity note, a cost and a fit score.
| Package tier (our wizard) | Per head | What's included |
|---|---|---|
| Cocktail Package | R300–R500 | Finger food, cash bar, DJ, basic décor, 3–4 hour event |
| Standard Dinner | R500–R800 | Sit-down 3-course dinner, themed décor, DJ + photo booth |
| Themed Gala | R1,000–R1,500 | Full theming, live band + DJ, professional lighting, photographer |
| Premium Experience | R1,500+ | Destination venue, bespoke theming, headliner entertainment, full AV |
The planner costs each concept against these tiers. They're package-level. Our corporate event cost guide quotes R650–R2,200 per delegate for a year-end because that figure is all-in, including the lines a package leaves out. If finance wants one number that covers everything, budget towards the cost-guide figure.
When you book matters as much as what you book
October to December costs 15–30% more than the quiet season, and December Fridays and Saturdays sell out months ahead. Our wizard puts January post-holiday rates 15–25% lower, and Tuesday–Thursday dates get better availability. As an ex-DJ I'll add one thing: lock the entertainment as soon as the venue is confirmed. Weighing the options? Read DJ vs live band for corporate events, and browse 2026 year-end ideas or our ideas for small businesses. Once you've picked a concept, turn it into a timed programme with the run-of-show generator.
Make it a night everyone can enjoy
Every concept comes with an inclusivity note because a year-end is the one event the whole company shares. Our wizard's dietary advice is simple: collect requirements with the RSVP at least three weeks out, covering vegetarian, vegan, halaal, kosher, gluten-free and allergies, and brief the caterer with final numbers ten days before. For groups over 200, labelled buffet stations beat plated service. Pick "No alcohol" or "Limited" and the planner reshuffles towards concepts that don't depend on the bar.
Frequently asked questions
How is this different from the year-end wizard?
The wizard recommends one package tier from four questions. This planner gives you three themed concepts with entertainment, décor, food, an inclusivity note, a cost estimate and a fit score, based on your culture, alcohol policy and venue.
Where do the costs come from?
From the package tiers on our year-end wizard: R300–500 cocktail, R500–800 standard dinner, R1,000–1,500 themed gala, R1,500+ premium per head. Where a concept sits inside its tier is a planning assumption. For an all-in figure, our cost guide gives R650–2,200 per delegate.
Is a January year-end actually cheaper?
Per our published guidance, yes. The wizard puts January post-holiday rates 15–25% lower, and the cost guide says moving to late January can cut 15–20% off the same spec. Frame it as a new-year kickoff.
What if we don't serve alcohol?
Choose “No alcohol” and the planner removes drink-led concepts and favours ones that don't depend on the bar, such as a family fun day, Winter Wonderland or African Heritage.
Which themes are B&W themes and which are ideas?
Each concept is labelled. Casino Night, Great Gatsby, Masquerade, Tropical, Winter Wonderland, Decades, Festival / Street Food and African Heritage are the popular themes listed on our wizard. The Afro House Sundowner, Family Fun Day, Braai Day, Amazing Race and Neon Glow Party are concept ideas.
Can B&W produce the concept?
Yes. Send it to bookings@ with the button under the results, and we'll come back with a costed proposal.
Got a brief? Got a problem?
One team, one accountability line. From concept to load-out — we are the suppliers.
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Sources
Concept costs are planning estimates, not quotes. Fit scores and each concept's position inside a tier are planning assumptions. Confirm availability and pricing with suppliers.