So your Bali event budget is tight? Here's what actually matters from a Bali event production team who have seen a LOT in their day.

Most clients don't have unlimited budgets. After 15+ years producing events in Bali, we've learned what makes or breaks an event. If you had to choose, we suggest prioritizing three things: food, AV and venue. And if you have some leftover funds? Get an amazing photographer!

Why These Three Rule Everything

Your guests will remember how they felt, not the napkin color, or the swag. We’ve all been to events that focus on the photo optics, but forget that guests can’t hear the people they came to see, or where attendees are so hungry and thirsty that they can’t think straight. These three ‘holy trinity’ elements impact every single guest for the entire event duration.

Priority #1: Feed People Well

Hungry guests = cranky guests. Food is often the most talked-about element post-event, especially if the event hasn’t considered the vegetarians, or didn’t have free-flow water available.

What does "Feed People Well" mean for us? It's not about expensive ingredients or plated meals, it’s about timing, generosity, and variety. Fresh, well-prepared food beats fancy presentation every time. And if you think you have enough food, you don’t. You’d be so surprised how much food can be consumed.

For any event, the rule of thumb is to make sure there is food and drink either always available, or being served every two hours. For a cocktail hour event, having food flowing to soak up the alcohol is a must. For a formal event, think about family-style servings versus plated or a buffet for maximum impact.

Local ingredients done right will always win over imported disappointments and can be a lot less expensive, but leave guests raving. And yes, we did mention variety, but focus on 2-3 dishes done perfectly versus 10 mediocre options, while making sure the vegetarians and gluten-free folk have somewhere to turn.

Priority #2: Make Sure the AV is Amazing

If people can't hear, they tune out. It doesn’t matter how famous the speaker is, or worthy the topic, if attendees can’t hear or have to make an effort, it’s a disaster. Technical difficulties become the story everyone tells about your event: ‘It was such a shame…’ and let’s not even talk about bad lighting that kills the mood and the photos.

Good audio visual for events means crystal clear sound for every guest, not just the front row. It means proper lighting that makes people look good (not just the stage) Invest in quality sound first, projectors with good specs and lighting.

Work with your venue's existing systems when possible if you’ve chosen a venue with strong infrastructure, but test everything twice, use it once.

We see a lot of common tech-related mistakes that kill events. Assuming the venue's "sound system" is actually adequate is a huge one. High-tech is not what the average hotel has on hand.

Never forget about the ambient noise of the venue, especially if outdoors. Water flowing, cicadas, and restaurant kitchen noise have all wreaked havoc on event sound.

And above all, NEVER skip the sound and tech check.

Priority #3: Pick the Right Venue

The venue is the first domino that falls. Venue choice affects catering options, AV requirements, and overall guest experience. A DIY venue can hold some crazy hidden costs that lead to a huge budget balloon. The high venue rental cost that covers almost everything looks cheap in the end.

The venue can save or drain your budget faster than anything else, especially in Bali when you have to think about an electricity source, transport access for vendors, and a rain plan.

Things to think about when choosing a venue:

- Does it match your event size and style? It’s surprisungly hard to find a venue that takes over 100 people that’s not a hotel ballroom.

- Does it have the infrastructure you need? Especially important for weather and rainy days in time of climate change or yoru budget for furniture rental

- What are their restrictions and requirements? Some places will only let their chosen vendors operate there, or have 10pm sound restrictions, or don’t allow any single use material use. Ask for the full list before you fall in love with a space.

- What are the hidden costs? Extra security and village fees and mandatory generators have all tripped us up

- Where is it located? Makes a huge difference on Bali’s jammed streets. If your guests can’t get there on time, or there’s no parking, expect major delays.

The best way to avoid surprises is to let the event producers know the overall budget. We can then tell you what you absolutely can’t avoid and what smart substitutes we can make. Good producers can make your budget stretch, as long as you’ve realistically budgeted. Cost of living may be cheaper in Bali, but the cost of event production is higher than you think.