Free tool
Event Budget Scenario Planner
Plan your event budget with three scenarios - pessimistic, base and optimistic - and see how attendance, costs and revenue change the result.
Scenario summary
Optimistic
€5,400
€54/person
+€2,600
Realistic
€9,900
€99/person
-€1,900
Pessimistic
€15,200
€152/person
-€7,200
Item comparison
Simplified cash flow (realistic scenario)
How it works
Create and compare up to 3 budget scenarios (pessimistic, base, optimistic) by changing your assumptions about attendance, supplier prices and revenue. The planner automatically calculates the net result for each scenario and shows how sensitive the budget is to the critical variables.
Frequently asked questions
What is scenario planning in an event budget?
Scenario planning creates alternative versions of the budget based on different assumptions: a pessimistic scenario (low attendance, higher costs), a base scenario (realistic expectations) and an optimistic one (maximum attendance). It helps you prepare for every outcome.
How do you manage uncertainty in an event budget?
Always include a contingency fund: a common guideline is 10-15% for standard events and around 20% for outdoor events or events with many suppliers. Identify the cost items you can act on quickly if the budget gets tight.
How do you present an event budget to stakeholders?
Always present at least two scenarios: a conservative one and a base one. Spell out the assumptions behind each line item, highlight the main risks and show the expected ROI for each scenario to make the investment decision easier.
Keep going
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Cash Flow and Break-Even for Events: Practical Financial Guide
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