Event Pricing Calculator
Start with the hours. An event that runs for two hours can take six once you count prep, travel, setup and cleanup, and a price that only covers the visible part pays you far less than it looks. Enter your guest count, the direct cost of each guest, the fixed costs of the event, every hour it takes you, the pay you want per hour and a profit margin. The calculator gives the event price, the price per guest and the profit per event, and shows what you really earn per hour at a price you already quote. The starting values are examples only, not market prices.
Enter your event numbers
The starting values are examples. Calculations stay in your browser.
Check a price you already quote
Count every hour the event takes, not only the time guests see. The result is before income tax and card fees unless you add them to costs. It is a planning number from your inputs, not pricing advice.
How the calculation works
- Direct costs per event = guests × direct cost per guest + fixed cost per event.
- Your pay = hours per event × pay you want per hour.
- Price with zero profit = direct costs + your pay.
- Event price = price with zero profit ÷ (1 − margin % ÷ 100).
- Price per guest = event price ÷ guests.
- Earnings per hour at a quoted price = (quoted price − direct costs) ÷ hours per event.
The result is a planning scenario from the numbers you enter. It is not a forecast, a quote or tax advice.
Questions
Should I charge per guest or a flat fee?
Both can work. A per-guest price follows your costs when food, kits or favors scale with headcount. A flat fee with a guest range is simpler when most of your cost is your own time. Run the calculator at the smallest and largest group you accept to see whether one price covers both.
What goes in direct cost per guest?
Anything you buy again for each extra guest: food and drink, a craft kit, printed materials, favors, disposable tableware. Costs that stay the same for a small or large group, such as venue hire, rentals, parking, fuel or a helper’s fee, go in fixed cost per event.
Why include my hourly pay separately from profit?
Your pay covers your time; the margin is what the business keeps for slow months, replacing equipment and growth. Keeping them separate shows whether a price pays you fairly before anything is left over. Set the margin to zero to see the bare price that only covers costs and your pay.
Does the price include deposits, taxes or card fees?
No. Add card or booking platform fees to fixed cost per event if you want them covered. Sales tax rules on events and food differ by place, so check your local rules.
Can I put this calculator on my website?
Yes. Copy the embed code on this page. The embedded version keeps a small credit link to BizAI.
Embed this calculator
Add this free calculator to your blog, course or client resources. Paste the code into an HTML block. It is free to use and keeps a small credit link to BizAI.
Use it with a real business idea
Each of our business idea guides loads this kind of calculator with an example budget and price for that business. Other free tools: Small Business Profit CalculatorBreak-Even CalculatorMarkup and Margin CalculatorHourly Rate CalculatorSmall Business Loan CalculatorStartup Cost CalculatorCash Runway CalculatorCustomer Lifetime Value and CAC Calculator.