Event Budget Calculator
Add your costs and income — see your total budget, cost per person, and break-even ticket price.
Use expected attendance, not registrations
10–15% is common
Costs
The amounts below are examples — replace them with your own quotes.
$500
$2,000
$960
$250
$75
$100
$100
$0
$0
Income
$0
$0
Total cost
$4,384
incl. $399 contingency
Cost per person
$54.79
80 guests
Net cost
$4,384
after income and tickets
Break-even ticket
$54.79
per guest, after other income
Where the money goes
- Food46%
- Drinks22%
- Venue / room rental11%
- Contingency (10%)9%
- AV, mic & screen6%
- Decor2%
- Prizes & giveaways2%
- Name tags, printing & signage2%
How Do You Budget for an Event?
Start with the costs that grow with every guest — food, drinks, name tags, swag — and the fixed costs you pay no matter how many people come, like the venue, AV, and speakers. Add a contingency (usually 10–15%) for surprises. Then subtract any sponsorship or other income and divide by your expected attendance to see your cost per person and the ticket price you need to break even.
How to Use the Event Budget Calculator
- 1
Enter your expected guests
Per-person costs are multiplied by this number.
- 2
Add your costs
Enter each cost as per person or a flat amount. Add, rename, or remove lines to match your quotes.
- 3
Add income
Sponsorships, grants, or a ticket price.
- 4
Read your numbers
See your total, cost per person, net cost, and break-even ticket price.
Tips for Getting It Right
Use real quotes
The example amounts are placeholders. Replace them with quotes from your venue and caterer.
Plan for no-shows
Free events often see a big share of registrants not show up. Order catering for expected attendance, not registrations.
Keep a contingency
10–15% covers last-minute AV rentals, extra food, and delivery fees.
Spend where people feel it
Food, a good room, and making sure people meet each other matter more to guests than decor.
Get More Value From Every Guest
You're paying for everyone in the room — make sure they meet each other. Jam Bingo gets guests talking with conversation prompts on their phone. No printing, no props, nothing to buy per guest.
Frequently Asked Questions
How do I calculate event cost per person?
Add up all costs — per-person costs times the number of guests, plus fixed costs and contingency — then divide by the number of guests.
How much contingency should an event budget have?
10–15% of total costs is a common rule of thumb.
How do I work out the break-even ticket price?
Subtract sponsorship and other income from your total costs, then divide by the number of paying guests.
What costs do people forget in an event budget?
Service charges and gratuities, taxes, AV and Wi-Fi fees, printing and signage, delivery and setup fees, insurance, and prizes.
Is the budget calculator free?
Yes. It's free, with no sign-up, and your numbers stay in your browser.