Event Budget Calculator
Estimate your total event costs across venue, catering, A/V, marketing, speaker fees, and staffing. Get your cost per attendee and a 10% contingency buffer instantly.
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Calculate your event budget
Enter your event details below to get a comprehensive cost breakdown.
How to Plan Your Event Budget
1. Start with fixed costs
Venue rental, A/V equipment, and speaker fees are typically fixed regardless of attendee count. Lock these in first to establish your budget floor.
2. Calculate variable costs
Catering is your largest variable cost -- it scales directly with attendee count. Budget $50-150 per person for food and beverage depending on the event type and service level.
3. Add staffing costs
A common ratio is 1 staff member per 30-50 attendees. Include event coordinators, registration desk staff, A/V technicians, and security as needed.
4. Always include contingency
A 10% contingency reserve is industry standard. Unexpected costs -- last-minute equipment rentals, overtime staffing, weather-related changes -- happen at nearly every event.
Comprehensive cost breakdown
See venue, catering, A/V, marketing, speakers, and staffing costs broken out individually and as a total.
Cost per attendee
Instantly see your break-even ticket price to help set registration fees that cover your costs.
Built-in contingency
Automatically calculates a 10% contingency buffer so you're prepared for unexpected expenses.
Frequently Asked Questions
- What is a typical cost per attendee for a corporate event?
- Corporate events typically cost $150-$500 per attendee depending on the venue, catering quality, and event duration. Conferences average $200-$350 per person, while galas can exceed $500.
- How much should I budget for event contingency?
- Industry standard is 10-15% of your total budget. This covers unexpected expenses like last-minute equipment needs, weather contingencies, or overtime staffing costs.
- What is the biggest expense in event planning?
- Venue and catering are typically the two largest line items, together accounting for 50-70% of most event budgets. For conferences, speaker fees can also be significant.
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