Connected guide
Event budget planner
Plan food, drink, venue and equipment costs, with a per-guest budget and contingency. Revise any earlier step to update the downstream budget. Your figures stay in this page’s memory, not in storage or the address.
How to use this planner
- Enter guest numbers and per-guest food and drink, if included.
- Add venue, equipment and other fixed costs.
- Set your allowances and optional budget to see the total and cost per guest.
Illustrative figures. The values shown at first are examples only. Replace them with your own.
Privacy. Your figures stay in this page's memory only. Nothing is saved or sent, and reloading clears them.
Assumptions and limits
- Per-guest figures are averages for your guest mix.
- The catering allowance applies to food and drink only; contingency applies to the full subtotal.
- Fixed costs are not multiplied by guests. Avoid repeating anything a venue package already includes.
Every step shares one set of inputs. Change an earlier step and every figure below recalculates. Nothing is saved, and refreshing the page clears it.
Your result
- Total cost per guest
- €47.08
- Event budget remaining
- €116.80
Calculation method
Multiply the selected food and drink costs by guest count. Add the extra catering allowance to food and drink only. Add fixed venue, equipment and other costs, then apply the contingency to the full subtotal. Divide the complete total by guests and compare with your optional budget.
All calculated figures · 8
- Food
- €600.00
- Drinks
- €320.00
- Extra catering allowance
- €92.00
- Catering
- €1,012.00
- Fixed event costs
- €700.00
- Event costs before contingency
- €1,712.00
- Overall contingency
- €171.20
- Budget Assessment
- Within your entered budget
Assumptions and sources
- Replace the illustrative figures with your own quotes and prices, including any taxes and charges you will actually pay. Figures stay in this page's memory and clear on reload. This is a planning estimate, not a quote or a recommendation. Per-guest food and drink are averages for your guest mix. The catering allowance and overall contingency are separate, explicitly selected allowances. Avoid repeating venue-package food, drinks, staff or equipment under separate costs. Non-food fixed costs are not multiplied by guests.
How the workflow connects your figures
Multiply the selected food and drink costs by guest count. Add the extra catering allowance to food and drink only. Add fixed venue, equipment and other costs, then apply the contingency to the full subtotal. Divide the complete total by guests and compare with your optional budget.
Replace the illustrative figures with your own quotes and prices, including any taxes and charges you will actually pay. Figures stay in this page's memory and clear on reload. This is a planning estimate, not a quote or a recommendation. Per-guest food and drink are averages for your guest mix. The catering allowance and overall contingency are separate, explicitly selected allowances. Avoid repeating venue-package food, drinks, staff or equipment under separate costs. Non-food fixed costs are not multiplied by guests.
- Guests, food and drink: Guests, including hosts you are catering for, Include food, Food per guest (€), Include drinks, Drinks per guest (€), Extra food and drink allowance (%).
- Venue and fixed costs: Venue (€), Equipment and furniture hire (€), Staff, decoration, travel or other fixed costs (€).
- Contingency and budget: Contingency on the full subtotal (%), Compare with my event budget, Available event budget (€).
Worked example
Illustrative inputs, not a recommendation or quotation. Defaults can be changed above; this example does not describe your own circumstances.
See carried example inputs
- Guests, including hosts you are catering for
- 40
- Include food
- Yes
- Food per guest (€)
- 15
- Include drinks
- Yes
- Drinks per guest (€)
- 8
- Extra food and drink allowance (%)
- 10
- Venue (€)
- 400
- Equipment and furniture hire (€)
- 150
- Staff, decoration, travel or other fixed costs (€)
- 150
- Contingency on the full subtotal (%)
- 10
- Compare with my event budget
- Yes
- Available event budget (€)
- 2000
- Total event budget
- €1,883.20
- Total cost per guest
- €47.08
- Event budget remaining
- €116.80