Free tool

Event Budget Calculator

Split your event's total budget across venue, catering, staff, marketing, entertainment and contingency, and see the cost per person.

Budget split Total: 100%
30%
€1,500
25%
€1,250
10%
€500
15%
€750
10%
€500
10%
€500

Estimated budget

€5,000
  • Cost per person
    €50
  • Venue and setup
    €1,500
  • Food and drinks
    €1,250
  • Communication and marketing
    €500
  • Staff and logistics
    €750
  • Entertainment
    €500
  • Contingency (buffer)
    €500

How it works

Enter your total available budget and the number of expected attendees to see how the money is split across cost categories. Adjust the sliders to change the allocation percentages for venue, catering, staff and the other categories. The calculator starts from a common default split that you can adapt to your own event.

Frequently asked questions

How do I calculate the budget for an event?

An event budget depends on the type of event, the number of attendees and the level of quality you expect. Enter the total you have available and the calculator splits it across the main cost categories, which you can then adjust one by one.

How much does it cost to host an event for 100 people?

It depends heavily on the format (conference, gala, party), the city and the level of service. The most reliable way to find out is to request quotes from local venues and caterers, then enter your total here to see how it breaks down by category.

How should I split the budget across cost categories?

This calculator starts from: venue 30%, catering 25%, staff 15%, marketing 10%, entertainment 10%, contingency 10%. Treat it as a starting point and change the percentages to fit your specific type of event.

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