Planning Your Perfect Outdoor Event: Budget Breakdown Tips

Nobody knows how to party like the Big Easy. The first decision you’ll make when planning a special event is deciding where to host it. When planned during the right time of year, an outdoor event space in New Orleans is the perfect choice. From lush and magical garden settings to waterfront views, the options are endless. Whether you’re planning a birthday party, corporate event or even a baby shower, nothing beats the charm of this city's unique culture and friendly atmosphere. The best way to ensure a successful event is to plan ahead. 

In this guide, we’ll break down the main costs you’ll encounter when booking an outdoor event space, including venue rental, staffing, weather contingency plans, food and bar and any other fun extras you may want to add. Understanding these factors will help you stay on budget for a memorable and stress-free event. Let’s dive into the details!

Rental Fees for Outdoor Event Space in New Orleans

When it comes to budgeting for your special event, the largest expense will most likely be the venue itself. Prices for a rental can vary widely depending on a multitude of factors such as location, number of guests, the time or year or even the day of the week. Weekends and peak seasons tend to run a bit on the pricier side, while off-season and weekdays can be a bit cheaper. We went into a little more depth on peak seasons in New Orleans, which you can check out here.

Here are some costs to consider when budgeting for your rental:

Venue Rental Fee

The venue fee itself usually covers access to the venue for a set amount of time, usually somewhere between 4-8 hours. Included in the rental fee is usually access to restrooms, chairs, tables and basic lighting. Additional amenities or more luxurious options are usually offered for a higher cost. 

Staffing Costs

A fun and stress-free event will also require staff. Depending on the event or the venue this could include event coordinators, caterers/servers, security, clean up crew etc. Many private venues offer staffing for private events; some include staff in the rental fee, while others may charge an additional cost. 

If you’re hosting a birthday party or a bridal shower, an event coordinator probably isn’t necessary. However, if you are hosting a large event such as a fundraiser or corporate gathering, an event coordinator could be instrumental in making sure everything runs smoothly. Typically, an event coordinator could cost anything between $500 to $2,500 depending on the scope of the event. 

Additional Staffing

Depending on the size of your event, you might need to add additional security, servers or bartenders, which would of course cost extra. When it comes to events at an outdoor venue, especially ones where alcohol is served, security is usually a good idea, if not a requirement. Hiring security can cost anywhere from $25-$50 an hour, an extra bartender $20-$40 per hour, and a server could be anywhere from $10-$20 per hour.

Weather Contingency Plans

Mother nature can be unpredictable, which is something to keep in mind when booking an outdoor event space in New Orleans. From thunderstorms in the summer, to cold fronts in the winter, weather can have a significant impact on the success of your event. For that reason, it is essential to factor in the cost of a weather contingency plan. 

Tent rentals are probably the most common weather contingency plan for an outdoor venue that does not have any indoor options. The options for a tent can vary in size, style, coverage, top color etc. Renting a tent for your outdoor event can cost anywhere from $1,000 to $5,000 depending on size and style. For example, opting for a clear top tent will create a more open and outdoor feel, however clear tents are usually a bit more costly than your normal white top tent. 

A tent is a great contingency plan for rain, however if you are having your event in the winter months, you may also want to consider heating options, such as placing portable heaters throughout the space. This cost can range from as little as $300 to upwards of $1,000 again depending on the size of your space. 

Food & Bar

Aside from the venue itself, arguably one of the most important aspects of a great event is the food and drinks. This can also be one of the largest expenses after the venue fee. Whether you’re opting for a sit-down meal, family style, buffet style or simple appetizers, food and beverage costs should be the next thing factored into your budget.

Catering Costs

Food arguably has the power to make or break an event, and when it comes to good food, New Orleans does it best. The cost to cater an event can vary just as much as the cost to rent a venue space, as it is determined by many factors such as: the amount of people, the menu, the style of service, etc. On average, you can expect to pay anywhere from $30-$100 per head. If you’re opting to save a bit of money, a simple buffet or family style would be much more affordable than plated dinners served to guests while they are seated. 

Many venues have in-house caterers or a list of preferred caterers in the city. This should be another factor to discuss with venues before you make a decision.

Bar Costs

We mentioned in the previous section that bartenders will most likely be a cost factored into the venue rental. When it comes to the bar, you’ll want to decide if you’re going to go with an open bar or a cash bar. Open bars tend to be a more popular option for obvious reasons, but the costs of an open bar can add up quickly. The cost for the bar will depend on the venue and the packages they offer. Some venues offer a per-person bar package, where you pay a flat fee for each guest while other venues offer consumption-based pricing, where you pay only for what your guests drink. 

If you decide on an open bar, you then will need to decide on a basic package, which typically offers beer, wine and well drinks, or you can upgrade to a premium package for options like specialty cocktails, premium liquors, craft beers, etc. The basic package usually ranges from $15-$30 per person. 

Extras

We’ve covered the bare necessities for hosting an outdoor event in New Orleans, but just like anything else in life, there are extra costs to consider. Depending on the venue, most of these costs will not be included in the base fee and can add up quickly. Here are some extras to think about:

Decorations & Rentals

You will most likely need to budget in decor to bring your visions to life. This may include things like floral arrangements, lighting, balloons, etc. Rental costs for items such as linens, chairs and tables can add an additional $10-$50 per person. Check with your venue space because these may be things that are included or offered at a discount. If you’re looking to save some money on decorations, consider an outdoor event space that is already naturally beautiful, such as a garden or a waterfront space.

Entertainment

The idea of entertainment may vary depending on the event that is being hosted. For example, it is unlikely that a bridal shower needs a DJ or a dance floor, but for a birthday party that may be an essential. If you’re hosting an event in New Orleans, you may also want to take advantage of the plethora of talented musicians by booking a live band. Live bands can cost anywhere from $1,500 to $5,000 while the cost for a DJ can range from $500 - $2,500. Some venues have connections to entertainment options, so again, share your thoughts and visions when you are meeting with venues. 

Parking & Transportation

Depending on the location of your venue, parking is another factor that may come into play. Some venues offer onsite parking, while others charge a fee or only offer valet service. Valet services can range from $500 - $1,500 depending on guest count, location and duration of the event. 

If you’re hosting a large event with people coming from all over, or a late-night event with an open bar, you may want to consider providing shuttle services. Shuttles can range from $300 to $1,000.

Permits

Many outdoor venues, especially ones in public spaces, will require a permit to host an event. Permit costs can range from $100 to $1,000 depending on location, the type of event and the time of year. It’s important to keep in mind that permits are not only an additional cost but may take some time so make sure you are planning accordingly.

Final Thoughts

Making the decision to book an outdoor venue in New Orleans for your event can be a magical and memorable experience, but it is essential to understand the cost breakdown ahead of time. By considering factors such as venue rental, staffing, contingency plans, food and drink as well as any extras, you will be able to create a realistic budget that allows for no surprises to ensure a successful and stress-free day. 

Keep these tips in mind as you navigate your venue search and budget process. If you’re looking for a place to get started, reach out to schedule a tour of our hidden garden oasis in the heart of New Orleans. We’d love to help you plan your dream event!