Budget 650 to 1,400 € per person for three days, so 65,000 to 140,000 € for 100 participants, flights excluded. For the same standard, the cost per person is slightly lower than for a group of 50, because fixed costs spread across twice as many people.
Why is it cheaper per person than at 50?
Three cost lines do not double when the group doubles.
Coordination stays broadly the same whether there are 50 or 100 people to look after. So does room technical production: a sound system and a projector cost the same for 50 or 120 people. And your negotiating position changes: at 100 people you represent a volume that interests hotels, which opens terms that are out of reach at 50.
In practice the gap is around 5 to 10 % on the cost per person.
What 100 people changes in the organisation
The 100 threshold tips several things.
- Accommodation. At 100 people a single hotel is still possible in Lisbon, but the shortlist shrinks. You have to arbitrate earlier between hotel category and having everyone in one place.
- Activities. You no longer run 100 people through a single workshop. The group splits into sub-groups of 15 to 25 rotating across three or four stations in parallel. That takes preparation, and more hosts.
- Meals. Few Lisbon restaurants take 100 covers at once in good conditions. Either you hire privately, or you split, or you pick a venue sized for it.
- Transfers. You move from minibuses to coaches, which actually simplifies things, but imposes firmer meeting points and timings.
How the spend breaks down
- Accommodation, 2 nights: 35 to 45 %
- Catering: 20 to 25 %
- Activities and evening: 15 to 25 %
- Rooms and technical: 6 to 10 %
- Transfers: 5 to 7 %
- Coordination: 6 to 8 %
The savings levers that work at this size
The season, always, still the heaviest lever. The day of the week, Sunday to Tuesday rather than Wednesday to Friday. And one trade-off specific to this size: accepting two neighbouring hotels of good category rather than a single higher-end one. On 100 people the saving is substantial and participants do not notice it, provided the two addresses are less than five minutes apart on foot.
For a smaller group, see the budget for a 50-person seminar. For a format bringing the whole company together, see corporate convention in Lisbon.
Frequently asked questions
Can 100 people stay in the same hotel in Lisbon?
Yes, several properties allow it. The question is whether the hotel available on your dates matches the standard you want, which we check at the first consultation.
How many staff do you provide for 100 participants?
One lead coordinator, plus one host per sub-group of 15 to 25 people during activities.
Does it need more lead time than 50 people?
Yes. Allow six months in May, June, September and October, against three to four months for a group of 50.
Is the quote firm?
The first costing is a range per scenario. Once the scenario is chosen and dates confirmed, we move to a firm quote.