“How much will crew cost?” is usually the first question an organiser asks us, and it is a fair one. Crew is often the part of an event budget people know least about. This guide explains exactly how we price event crew in Mid Wales, using the same rates our online quote form uses, with three worked examples you can adapt to your own event.
How we price event crew
Our pricing is deliberately simple. There are three parts to it:
- Crew time: £15 per hour, per crew member. This covers the hours each person spends on your load-in (setting up) and load-out (taking down).
- Mileage: 45p per mile. Charged on the return journey from our base in Llanidloes to your venue and back.
- A minimum of two crew. Almost every job involves lifting, carrying or working with equipment that needs two people to do safely, so we do not send crew alone.
When you use our online quote form, it works out an indicative total from the crew numbers and hours you enter and the distance to your venue. A 25% deposit secures your date, and Steve confirms the final quote with you directly.
In other words, the estimate works like this:
| Part | How it is calculated |
|---|---|
| Load-in | Number of crew × load-in hours × £15 |
| Load-out | Number of crew × load-out hours × £15 |
| Mileage | Miles from Llanidloes to the venue × 2 × 45p |
| Deposit to secure the date | 25% of the total |
Worked example 1: a village event with a small stage
A community committee is putting on a summer fun day on a playing field about 15 miles from Llanidloes. They are hiring a small stage, two gazebos and some barriers, and need help to unload, build and take everything down again.
- 4 crew for a 5-hour load-in: 4 × 5 × £15 = £300
- 4 crew for a 4-hour load-out: 4 × 4 × £15 = £240
- Mileage: 15 miles × 2 × 45p = £13.50
Indicative total: £553.50, with a deposit of £138.38 to secure the date.
Worked example 2: a marquee wedding
A couple are holding their reception in a marquee on a family farm about 25 miles away. The marquee company builds the structure itself, but the couple need crew to lay out tables and chairs, put up festoon lighting, set the bar area and then clear everything the morning after.
- 3 crew for a 6-hour set-up: 3 × 6 × £15 = £270
- 3 crew for a 4-hour clear-down: 3 × 4 × £15 = £180
- Mileage: 25 miles × 2 × 45p = £22.50
Indicative total: £472.50, with a deposit of £118.13. There is more on planning this kind of day in our marquee and farm wedding checklist.
Worked example 3: a weekend festival build and de-rig
A small music festival about 30 miles away has three trucks of staging, PA, lighting and fencing. They need a bigger team for an 8-hour build before the gates open and a 6-hour de-rig after the last night.
- 8 crew for an 8-hour build: 8 × 8 × £15 = £960
- 8 crew for a 6-hour de-rig: 8 × 6 × £15 = £720
- Mileage: 30 miles × 2 × 45p = £27
Indicative total: £1,707, with a deposit of £426.75.
These are illustrations, not quotes. Every site is different, and Steve will check the details with you before confirming a price.
What makes the biggest difference to the price
1. Hours on site
Hours are by far the largest part of most crew bills. The quickest way to reduce cost is to reduce wasted time: crew standing around waiting for a delivery, a locked gate or a decision. A clear plan with realistic times saves far more than cutting one person from the team.
2. The right number of crew
Too few crew can cost more, not less. A job that takes four people five hours might take two people well over ten, and some lifts simply cannot be done safely by fewer people. Our guide on how many crew you need for load-in and load-out explains how to work it out, and the quote form suggests a crew number from the hours you enter.
3. Distance from Llanidloes
Mileage is a small part of most quotes, but it adds up for venues further afield. Events in and around Llanidloes, Llangurig, Caersws, Newtown and Rhayader are closest to our base. We also regularly travel to Aberystwyth, Machynlleth, Welshpool, Builth Wells, Brecon and over the border to Shrewsbury.
4. Access on the day
Long carries, steps, soft ground or no vehicle access all slow a load-in down. Tell us about them in advance. In rural Mid Wales this is often the single biggest unknown, so our guide to rural event logistics in Mid Wales is worth a read before you book.
Five ways to keep your crew costs down
- Send accurate information. The number of trucks, what is on them, and your load-in and load-out windows let us plan the right team the first time.
- Have the site ready. Gates unlocked, the site marked out and the person in charge on site when crew arrive.
- Get parking close to the work. Every extra minute walking between vehicles and the build is paid time.
- Share a site plan. Even a simple sketch helps. See our guide on how to draw an event site plan.
- Book early for summer. July and August are the busiest weeks in Mid Wales. Our Mid Wales event calendar shows the peak dates to plan around.
Is professional crew worth it compared with volunteers?
For a small community event, willing volunteers can do a lot. Where experienced crew earn their keep is on the heavy, time-critical parts of the job: unloading trucks, building staging, handling flight cases and getting everything off site safely at the end of a long day. Trained crew work faster, know how to lift and carry safely, and leave your volunteers free to run the event itself.
Get your own estimate
The quickest way to see what your event would cost is to put your details into our online quote form. It takes a few minutes and gives you an indicative total straight away. If you would rather talk it through, get in touch and Steve will help you work out what you need.
