How this calculator works

Estimate total and per-person costs for a gathering or small event.. Use a realistic low and high headcount if invitations are not final. Food and seating may change with each attendee, while venue rental or equipment can be fixed. Separating costs shows which decisions make the biggest difference.

Important assumptions

List venue, equipment, food, drinks, invitations, decorations, cleanup, transportation, delivery, rentals, taxes and service charges. Confirm whether quotes include setup, staffing, deposits and cancellation fees.

Common mistakes to avoid

  • Mixing units or time periods.
  • Counting the same fee or tax twice.
  • Treating an estimate as a live quote or guarantee.
  • Ignoring maintenance, waste, exceptions or other costs outside the inputs.

Read the related guide

A Simple Event Budget That Avoids Last-Minute Surprises →

This calculator is a planning aid. Verify important amounts with the relevant provider or official source.