Estimate what your event will cost, category by category. Get a cost breakdown, cost per attendee and a suggested ticket price.
Add all your event expenses by category
Get a complete budget breakdown with totals
Export your budget plan as PDF or spreadsheet
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Rental, setup, insurance
Food, drinks, service staff
Ads, email, social media, PR
Event staff, security, volunteers
Sound, lighting, projectors, screens
Speaker fees, performers, travel
Permits, insurance, unexpected costs
Click Calculate Budget Summary to unlock your personalized budget results.
Total Event Budget
$0
Covers costs only
Includes 20% profit
Event cost = venue + catering + marketing + staffing + equipment + speakers + extras, plus 10-15% contingency. Divide the total by your expected attendees to get the cost per person, which is also your break-even ticket price.
| Cost category (300-person conference) | Cost | Share |
|---|---|---|
| Venue (rental, setup and cleanup) | $4,000 | 15% |
| Catering (lunch, coffee, drinks reception) | $6,500 | 24% |
| Marketing (ads, email, print) | $2,200 | 8% |
| Staffing (coordinators, registration) | $1,800 | 7% |
| Equipment and AV (sound, stage, lighting) | $3,500 | 13% |
| Speakers (keynote and panel) | $6,500 | 24% |
| Insurance and contingency | $3,000 | 11% |
| Total event cost | $27,500 | 100% |
| Cost per attendee (break-even ticket price) | $91.67 |
This is the sample conference budget loaded by "Try with sample conference budget" above. Your split will differ; typical ranges by category are in the FAQ below. Adding a 20% margin to the cost per attendee gives a ticket price of about $110.
Split costs into fixed costs (venue, AV, marketing) and per-person costs (food, drinks, badges), then multiply the per-person costs by your headcount. Example for a 50-person workshop:
For a trade show or exhibition, add booth space, booth build, shipping and staff travel as their own lines under Miscellaneous. Then check how many tickets cover your costs with the break-even calculator.
Add 10-15% for unexpected costs. Events rarely go exactly to plan, and having a buffer prevents last-minute budget stress.
For venue, catering, and AV, always get 3+ quotes. Prices can vary dramatically for the same quality of service.
Parking, taxes, gratuities, overtime charges, and cancellation insurance are often overlooked but add up quickly.
After your event, compare actual costs to your budget, then use the event ROI calculator to measure actual return. This data is invaluable for planning future events more accurately.
A typical breakdown is: Venue 25-35%, Catering 20-30%, Marketing 10-15%, Staffing 10-15%, Equipment 5-10%, Speakers 10-20%, and Contingency 10-15%. This varies based on event type.
Start with your cost per attendee (shown as "Break-Even Price"), then add your desired profit margin. We suggest 20% profit (shown as "Recommended Price"), but research similar events to ensure your pricing is competitive.
Yes! Ticketing platform fees are a real cost. With SwarmTix's low fees ($0.99 + 1.5%), you can keep more revenue. Some organizers pass fees to attendees, others absorb them.
List every cost by category (venue, catering, marketing, staffing, equipment, speakers, extras), add them up, then add 10-15% for contingency. Divide the total by your expected attendees to get the cost per person and your break-even ticket price.
It depends on the venue, food and city. Add your fixed costs (venue, AV, marketing) to your per-person costs times 50, then add 10% contingency. With the example figures on this page, a simple 50-person workshop comes to about $2,800, or $56 per person.
Yes. Enter each cost as its own line. For trade shows, add booth space, booth build, shipping and staff travel under Miscellaneous. The calculator totals them and shows the cost per attendee.
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|---|---|---|
| Time to complete | 30-60 minutes | Under 2 minutes |
| Accuracy | Prone to errors | Precise calculations |
| Formula setup | Build from scratch | Ready to use |
| Visual reports | ||
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| Cost | Your time = money | 100% Free |
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