Venue hire is one part of the budget. Materials, refreshments and booking fees can rise with every extra person. Separate the fixed costs from the cost of one more guest.
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Let’s work it out.
The starting figures are illustrations, not industry benchmarks. Replace them with your own costs and assumptions. Calculations happen in your browser; figures are not saved to your account or sent as analytics properties.
Changes the display label only. It does not convert amounts. Use a consistent basis for tax-inclusive or tax-exclusive figures.
Your planning estimate
- Paid places needed to break even
- 36
- Contribution per paid place
- AUD 28.00
- Revenue at entered capacity
- AUD 3,200.00
- Surplus at entered capacity
- AUD 1,240.00
How this calculation works
Ticket price × (1 − booking-fee percentage) − variable cost per guest gives the contribution per paid place. Divide fixed costs by that contribution and round up to a whole place to find break-even attendance. The capacity comparison assumes every place is sold at the entered price.
A little more context: Separate profit from cash in the bank.
How the calculation works
Ticket price × (1 − booking-fee percentage) − variable cost per guest gives the contribution per paid place. Divide fixed costs by that contribution and round up to a whole place to find break-even attendance. The capacity comparison assumes every place is sold at the entered price.
A worked example you can change
The tool starts with the illustrative figures below. They demonstrate the calculation; they are not industry averages, recommended rates or promises about what you will earn. All monetary figures in this example are AUD.
Fixed event cost allowance: 1000 AUD Price per paid place: 40 AUD Variable cost per person: 10 AUD Percentage booking fee: 5% Maximum paid places: 80 Paid places needed to break even: 36 Contribution per paid place: 28 AUD Revenue at entered capacity: 3,200 AUD Surplus at entered capacity: 1,240 AUD
Make the estimate fit your workshops & events work
The most useful estimate is one you can explain. Check these details against the actual job or business arrangement before you rely on the result.
- Include your preparation and delivery-time allowance in fixed costs if you want the event to cover that time.
- Count paid places rather than invitations or expected attendance.
- Allow separately for refunds, complimentary tickets, discounts and other charges. A capacity result is a planning scenario, not an attendance forecast.
What this tool does and does not include
The calculation uses the figures you enter and the method above. It does not fetch market rates, convert currencies, assess demand or calculate tax, payroll or legal obligations. Choose a consistent tax basis for the amounts you enter. Changing display currency changes the label only.
Your inputs stay in this browser page and reset when you leave or reload. You can copy or download a text estimate with its assumptions. If you choose to use Lufu, you can then prepare an actual quote or invoice with the details you have agreed.