About this calculator

How-to: enter venue floor area, layout (theatre 0.9 m²/pax, cabaret 1.5, banquet 1.2, standing 0.5, classroom 1.8), ticket price and target load. We compute legal capacity, apply industry ratios (1 waiter per 20 seated / 40 standing, 1 bar per 75 guests, 1 toilet per 50), then build the cost stack against ticket revenue.

Frequently asked questions

Are these capacity ratios legal maxima?

They're industry planning defaults. Actual legal capacity is set by your venue's fire safety certificate and local licensing — always defer to the venue's official capacity.

What margin should I target?

For ticketed corporate/gala events, 25–35% net margin is healthy. Trade shows and conferences target 40%+ once sponsorship is layered in. Below 15% margin, one weather event or no-show wave puts you underwater.

Should I add contingency?

Yes — 10% on variable costs and 5% on fixed for cancellations, breakages and last-minute suppliers. Not included here so you can layer it explicitly.

What does the Event Budget & Capacity Planner do?

Full P&L for a ticketed event: venue capacity by layout, catering per head, staff ratios, breakeven ticket count and profit at target load. How-to: enter venue floor area, layout (theatre 0.9 m²/pax, cabaret 1.5, banquet 1.2, standing 0.5, classroom 1.8), ticket price and target load. We compute legal capacity, apply industry ratios (1 waiter per 20 seated / 40 standing, 1 bar per 75 guests, 1 toilet per 50), then build the cost stack against ticket revenue.

Is the Event Budget & Capacity Planner free to use?

Yes. Every calculator on Calcurly.com is free, works in your browser without sign-up, and can be embedded on your own website.

How accurate is the Event Budget & Capacity Planner?

Results are calculated in real time using industry-standard formulas. Treat the output as a well-informed estimate — always cross-check with local regulations, product datasheets, or a qualified events & weddings professional before committing to a purchase or a job.

What inputs does the Event Budget & Capacity Planner need?

Enter values for: Usable floor area (m²), Layout, Target load (%), Ticket price, Currency, F&B cost per head. Sensible defaults are pre-filled where possible so you can start with a single change.

Can I embed the Event Budget & Capacity Planner on my own website?

Yes — copy the iframe snippet at the bottom of this page, or use the Embed Generator to customise the size. The embedded version stays in sync with the live calculator on Calcurly.com.