Event budget calculator
This event budget calculator adds up every cost for your event, flat ones like the venue and per-person ones like catering, then adds tax, service charge and a contingency buffer. You get the total, the cost per guest, and the break-even ticket price. Add a planned ticket price to see your profit or loss and how many paid guests you need.
How to use the event budget calculator
- Enter your expected guest count.
- List each cost. Tick "per guest" for costs charged per person, like catering or the bar.
- Add your tax and service charge percent and a contingency percent for surprises.
- Add sponsorship or other income, and a ticket price if you're selling tickets.
- Read the total, cost per guest, break-even ticket price and profit. Print it or save it as your event budget template.
Formulas
| Total | (flat costs + per-guest costs × guests) × (1 + tax & service %) × (1 + contingency %) |
|---|---|
| Cost per guest | total ÷ guests |
| Break-even ticket price | (total − other income) ÷ guests |
Questions
How do I calculate cost per guest for an event?
Cost per guest is the full event total divided by the number of guests. Include flat costs like the venue and staff, per-person costs like food and drinks, tax, service charges and a contingency, so the number reflects what each guest really costs you.
How much contingency should an event budget have?
An event budget contingency is money held back for surprises like extra rentals, overtime or price changes. Many planners keep 10% to 20%, using the higher end for outdoor events, new venues or events booked far ahead. The calculator adds it on top of costs plus tax and service.
How do I work out a break-even ticket price?
A break-even ticket price is the event total minus sponsorships or other income, divided by the number of paying guests. Enter a ticket price in the calculator and it also shows how many paid guests you need to cover your costs at that price.
Is service charge the same as a tip?
A service charge is not the same as a tip. Venues and caterers often add a service charge, commonly a percentage of food and drink, and it may be taxable where you are. Check your contract and include it in the tax and service percent so your budget isn't short.
Collect RSVPs for this event, free
- 1 active event and up to 50 guests free, no card
- Ticket types, questions and a check-in list
- Guests are saved as contacts you can invite next time