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Event Budget Calculator

Full event budget with venue, catering, staff and marketing, and the break-even ticket price.

Enter values

Results update as you type.

Result

Total budget

$11,165.00

Cost per attendee
$74.43
Break-even ticket price
$74.43
Fixed costs
$4,900.00
Catering
$5,250.00
Contingency
$1,015.00
Cost if 20% more attend
$12,320.00

Budget breakdown

ItemCostShare
Venue2,00017.9%
Catering5,25047%
Staff1,20010.7%
Equipment8007.2%
Marketing5004.5%
Other4003.6%
Contingency1,0159.1%

About the Event Budget Calculator

Full event budget with venue, catering, staff and marketing, and the break-even ticket price.

Also known as: party budget calculator, conference budget, event cost planner, function budget.

How to use this calculator

  1. Enter attendees, venue hire, catering per head, staff costs and the other fields.
  2. The result updates instantly as you type — press Calculate (or Enter) at any time.
  3. Review the breakdown shown under the main result.
  4. Use Copy result or Share to save the answer or send a link with your inputs.

Formula

total = fixed costs + per-head costs × attendees + contingency

Worked example

Using the values pre-filled in the calculator above:

  • Attendees = 150
  • Venue hire = 2,000
  • Catering per head = 35
  • Staff costs = 1,200
  • Equipment and AV = 800
  • Marketing = 500
  • Other costs = 400
  • Contingency = 10 %

the calculator returns:

  • Total budget: 11,165
  • Cost per attendee: 74.43
  • Break-even ticket price: 74.43
  • Fixed costs: 4,900