Questions About Corporate Events

Planning an event brings up a lot of practical questions. We've gathered answers to what clients ask us most often about working together in Taipei.

Getting Started Questions

When you're thinking about hiring an event planner, you want to know what the process looks like. These are the basics everyone asks about first.

How far in advance should we book?

Most companies reach out 4-6 months before their event date. That gives us room to secure venues and vendors without rushing. But we've also pulled together successful events with just 6 weeks notice when needed.

Do you handle venues outside Taipei?

Yes, we work throughout Taiwan. About 30% of our events happen in Taichung, Kaohsiung, or resort areas. We know reliable vendors in most major cities and can scout new locations when your event calls for something specific.

What size events do you typically plan?

Our sweet spot is 50-300 attendees. That covers most corporate conferences, product launches, and company celebrations. We've managed events for 500+ people, though those need longer planning timelines.

Can we meet the team before deciding?

Absolutely. Every new project starts with a consultation at our Da'an District office or your location. You'll meet the planner who'd manage your event and we'll walk through your needs without pressure.

Planning Process & Timeline

Understanding how we work together helps you plan your internal schedule. Here's what happens after you decide to move forward.

What happens in the first month?

We nail down your event goals, audience profile, and budget parameters. Then we present 3-4 venue options with pros and cons for each. Once you pick a venue, we start booking key vendors like caterers and AV teams. You'll get a detailed timeline showing every milestone from now until event day.

How often will we communicate?

Expect weekly check-ins during the planning phase, usually via email with occasional calls. About 4 weeks before the event, we shift to twice-weekly contact as details get finalized. The week of the event, we're in daily touch and available anytime you need us.

What decisions do we need to make?

Big picture stuff stays with you—overall theme, budget allocation, guest list priorities. We make tactical decisions about vendor selection, timeline sequencing, and day-of logistics. You approve major expenses and creative direction while we handle the details.

What if plans change midway through?

Changes happen and we build flexibility into every timeline. Guest count adjustments, menu swaps, or schedule tweaks are usually manageable. The earlier you tell us about changes, the more options we have. Some venues and vendors charge for major changes within 30 days of the event.

Event planning team reviewing timeline documents and venue layouts during project meeting

Budget & Investment Details

Money questions are always a bit awkward to ask, but they're the most important ones. Here's our honest take on costs and value.

Understanding Event Investment

Event budgets vary wildly based on what you're trying to accomplish. A straightforward team building afternoon might run NT$150,000-300,000 for 80 people. A full-day conference with international speakers, elaborate staging, and evening reception could reach NT$2-3 million.

Our planning fee structure depends on event complexity, not just guest count. For most corporate events, our fee represents about 12-15% of the total budget. That covers everything from initial concept development through post-event wrap-up.

Corporate event setup showing professional staging and seating arrangements in Taipei venue

When do payments happen?

We split fees into three parts: 30% when we sign the contract, 40% halfway through planning, and 30% one week before the event. This matches our work phases and keeps cash flow manageable on both sides.

What's included in your fee?

Planning, coordination, vendor negotiations, timeline management, day-of execution, and one post-event debrief. You pay vendors directly for venue, catering, AV, and other services—we don't mark up those costs.

Are there hidden costs we should expect?

No surprises if we plan properly. Occasional last-minute requests might incur additional coordination fees. Travel costs for events outside Taipei get added if significant. We flag anything extra before proceeding.

Can we adjust the budget partway through?

Sure, though it affects what's possible. If budget needs to decrease, we'll show you where to trim without compromising the event's core purpose. If you want to add elements mid-planning, we'll tell you honestly whether it fits the timeline and budget.

Still Have Questions?

Every event brings unique challenges and considerations. If you don't see your question answered here, let's talk through your specific situation.

Get in Touch

Successful corporate event showing engaged attendees during professional conference in Taiwan

Meet Your Planning Team

Behind every question answered and detail managed are the people who make events happen. These three lead our client projects and bring years of corporate event experience.

Linnea Svensson

Senior Event Coordinator

Handles our larger conferences and multi-day programs. She started planning trade shows in Stockholm before moving to Taiwan in 2019. Linnea's the person who figures out complex logistics that seem impossible at first.

Vesna Marković

Client Relations Manager

Your first contact when you reach out to us. Vesna spent eight years in corporate hospitality management before joining our team in 2021. She's excellent at understanding what you actually need versus what you think you need.

Aisling O'Brien

Creative Event Designer

Takes your event concept and makes it visual. Aisling trained in experiential design in Dublin and has been creating memorable event experiences across Asia since 2018. She thinks about how spaces feel, not just how they look.