When a team building budget gets approved, the first figure is rarely the final figure actually spent. It isn't because the main activity costs more than expected, but because the small items add up: backup booking fees, extra sound equipment, separate catering deposits, and the cost of rescheduling when it rains. A team building budget is therefore more than the figure for one activity. It is the total of many small contracts if your company gathers each part itself.
The three most common surprise costs
The first is the weather contingency fee. For outdoor activities, companies usually have to hold an indoor backup option or accept losing the deposit if they cancel because of rain. The second is the cost of gathering suppliers: when the venue, catering and MC are three different companies, the coordination cost and the price gaps between them are usually left out of the original budget. The third is the last-minute surcharge, such as extra tables and chairs or extra meals for guests who weren't announced in advance.
Why the contingency item is the easiest to miss
When building a budget, departments usually cost only the favorable scenario, and few put a weather contingency into the figure submitted for approval. When it actually arises, it is often larger than expected because it has to be handled urgently in a short time.
An all-inclusive package solves it by bundling from the start
At Infinity Racing, the reference investment for the all-inclusive team building package is VND 70 to 100 million (roughly US$2,700-3,900), covering indoor kart racing, food and on-site entertainment. Because the racing is entirely indoors, there is no weather contingency fee and no rescheduling fee if it rains, as with an outdoor format. You know the exact total cost from the beginning, rather than waiting for a wrap-up after the event to see the figure rise.
The package can also be customized with extra activities so every member can take part, and these customizations are stated up front in the quote, not charged as extras midway.
A quick estimate by group size
Groups under 30 people usually fall near the low end of the VND 70-100 million range, because the number of race rounds and the per-person food cost are lower. Groups of 50-100 are usually in the middle. Groups over 150, which need more race rounds, usually approach the high end or need a separate quote if they exceed the standard package size. This is a reference to picture things before you submit for approval. The exact figure still needs a specific quote based on your real requirements.
How to present the budget so it gets approved more easily
When submitting a budget to leadership, a single clear all-inclusive figure is usually approved more easily than a list of many small items with a note that more may be added. Approvers care more about the risk of cost overruns than about saving a few percent on individual items.
How to compare quotes between organizers
When you receive several team building quotes to compare, don't look only at the final total. Ask each one what it includes: is food included, is on-site entertainment included, and is there a surcharge if the headcount changes close to the date? Two quotes at the same VND 80 million can differ greatly in real value if one covers everything and the other charges only for the venue rental.
One question to ask the organizer directly: if the group grows or shrinks by 10-15% close to the date, how is the cost adjusted? A clear answer with a ready formula is more trustworthy than an answer like "let me check and get back to you."
Should a team building budget be calculated per person
Per-person pricing is easy to submit because multiplying gives the total, but it easily misses fixed costs that don't change with headcount, such as the fee for renting the whole area for a time slot. For a group under 30, the cost per person is usually higher than for a group of 100, because the fixed part still has to be paid in full even if fewer people share it. When you submit a budget, ask the organizer which parts are fixed and which are per person, so you don't compare quotes unfairly across different group sizes.
For a group of around 50-100 people, you can also look at how to allocate a team building budget for 50-100 people for a more detailed worked example by item.
If you need a more specific comparison between outdoor costs and an indoor all-inclusive package, comparing the cost of outdoor team building and an indoor all-inclusive package has a table item by item.
Tell me your expected group size, and I will send a detailed quote within 24 hours so you have an exact figure to submit for approval early.