Event Budget Calculator

Build an event budget that survives contact with reality

Most event budgets fail for two reasons: forgotten line items and no buffer for surprises. This calculator tackles both. Start with the eight categories that cover almost every gathering — venue, food & catering, drinks, decor, entertainment, staff, rentals, and other — then rename, remove, or add rows until the list matches your actual event. Every figure is editable, and nothing is fetched from a server: the math runs entirely in your browser, so your numbers stay private.

The contingency percentage is the quiet hero here. Event planners typically hold back 5–15% of the subtotal for the things you cannot see coming: an extra delivery fee, a last-minute headcount bump, a rental that arrives damaged. The calculator adds that buffer on top of your line items so the total you plan around is the total you can actually spend.

How to use it

1. Edit the cost next to each line item — set anything you are not using to 0 or remove the row with the × button.
2. Click "+ Add line item" for anything extra, like photography, invitations, or favors, and give it a name and cost.
3. Enter your expected number of guests.
4. Set a contingency percentage (10% is a sensible default) and read your total budget, cost per guest, and biggest line item — everything updates live as you type.

FAQ

How much contingency should I include?

A common range is 5–15% of your subtotal. Use the low end for simple, well-quoted events and the high end for weddings, outdoor events, or anything booked far in advance where prices can drift.

What does cost per guest tell me?

It divides your full budget (including contingency) by your headcount. It is the fastest way to sanity-check quotes, compare venues, or set a ticket price that covers your costs.

Should I budget per item or per guest?

Both. Venues and entertainment are usually flat fees, while food and drinks scale with headcount — multiply your per-person catering quote by guest count and enter the result as the line-item cost.

Is my budget data saved or uploaded?

No. Everything runs locally in your browser and disappears when you leave the page, so quotes and figures stay private.

All figures are estimates only, not professional or financial advice; real-world prices, taxes, and fees vary.