Party and event budget calculator
It separates what grows with each guest (food, favors) from fixed costs (venue, decor), so you can see what one more guest adds.
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How to use it
- Enter guests, food and drinks per head, favors per head, venue, decor and cake and other fixed costs.
- The result appears straight away and updates as you edit.
- Copy the result, or copy a link that keeps the same values to share it.
How it is calculated
Variable = guests × (food + favors per head). Fixed = venue + decor + other. Total = (variable + fixed) × (1 + contingency%). Per guest = total ÷ guests.
Example
Inputs: Guests = 30, Food and drinks per head = 60, Favors per head = 10, Venue = 500, Decor and cake = 300. Result: Total budget: 3,190.00; Cost per guest: 106.33; Per-guest costs: 2,100.00.
Limits and caveats
- Prices are your inputs; the tool does not know market prices in your city.
- It assumes every guest costs the same, while children may cost less.
Questions about this tool
What is the difference between per-guest and fixed costs?
Per-guest costs grow with each guest, like food. Fixed costs stay the same whatever the headcount, like the venue.
How much contingency should I add?
Match it to how sure you are of the prices; the rougher the estimates, the bigger the contingency.
Why show what an extra guest adds?
So you can see the effect of one more name on the budget before you send the invitation.