Free event budget calculator

Know if you are under or over before the invoices land.

A free event budget template that does the maths. Track estimated against actual by category, watch the variance turn green or red, and break the total down to a cost per guest. Print it or save it in Event70.

No login · Saves to this device · Print built in

How it works

A working event budget in four steps.

  1. Step 1

    Start with real categories

    Open with the line items most events share, from venue and catering to a contingency. Rename or delete any of them.

  2. Step 2

    Enter estimated and actual

    Put your planned figure in estimated. As real numbers come in, fill actual and the variance updates instantly.

  3. Step 3

    Add your guest count

    Drop in how many people you expect and the calculator breaks your budget down to a cost per guest.

  4. Step 4

    Print or save it

    Print a clean budget to share with finance, or sign up to keep it on the event and mark what is paid.

Questions

Good to know.

What should an event budget include?
Most in-person events cover venue and rentals, catering and drinks, AV and production, staffing, marketing and print, decor and signage, and a contingency of around ten percent. This calculator starts you with those and lets you adjust.
How does the variance work?
Variance is actual minus estimated for each line and for the whole budget. Under budget shows in green, over budget shows in a warm flag colour, so you can see at a glance whether you are on track before the invoices arrive.
What is cost per guest?
Cost per guest is your total divided by the number of people you expect. It is a quick sanity check for catering and venue decisions, and a useful number to take into a sponsor or leadership conversation.
Is the event budget calculator free?
Yes, and there is no account needed. Your figures save to this browser and you can print them any time. Sign up for Event70 to keep the budget on the event alongside vendors and the run of show.

Sign up free to keep your budget on the event.

Track estimated against actual, mark what is paid, and tie every line to a vendor and your run of show in one place.

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