Space Profitability Tool

When to use this tool

Use it when you’re weighing up a hospitality space that’s sold on a per‑head catering package — a club room, members’ lounge, box or a conversion of several suites into one room — and need to know whether the fees, drinks and staffing add up per event and across a year.

Currency, tax & royalties

These live in the toolbar and work the same on every tool:

Currency

Pick your currency from the selector — it relabels the tax field to match your region.

Tax rate

Type your tax rate in the field beside the currency, or set it to 0 if you don’t want to factor in tax.

Royalties / commission

Optional. Switch on “Factor in royalties or commission” to open a panel where you set the rate with the slider (or type it exactly), rename it Royalty or Commission, and charge it on net or gross sales.

Space Profitability Tool features

What you enter for this tool, and what it gives back:

Space & year

Capacity, how many of those places are for members (the rest go to non‑members), and how many events a year — used to turn the per‑event result into a year total.

Attendance

Two sliders: the share of members who turn up, and the share of non‑member places you expect to sell. Everything else on the page recalculates from the guests these give you.

Food income per guest

How much you’re paid per guest for the food — one figure for members, one for non‑members — and whether you’ve entered it ex or inc tax. Members and non‑members are both paid for on the guests who attend.

Royalty on food & drink

When “Factor in royalties or commission” is on, set food income and drinks sales separately — switch either one off and give each its own rate.

Food & drink

Food cost per head (charged on every attending guest); drinks spend per guest (inc tax, the same for every guest); your drinks cost of sales; and your food GP budget — the verdict flags it when food cost pushes you below it.

Payroll

A salaried fixed team — enter each role’s annual salary and the tool spreads the full‑year cost across your events per year — and a variable team for each event — how many in each role, their hourly rate and the hours they’re paid for. On‑costs are added to both teams.

Other costs

Consumables per head and fixed costs per event.

Verdict & results

Net profit per event and per year, break‑even attendance, where the money goes, the full profit & loss per event, per guest and per year, and an attendance matrix showing net profit at every mix of member and non‑member turnout.

Your data

These buttons sit in the “Your data” panel at the foot of the page:

Save scenario

Saves everything you’ve entered to one Excel file: a tidy Scenario sheet you can read or change in Excel, the payroll, and a Results sheet with the profit & loss as it was when saved.

Load scenario

Re‑opens a saved Excel file (including any figures you changed in it), or an older saved scenario or template.

PDF report

Generates a clean two‑page PDF: page 1 the figures you entered and the payroll; page 2 the verdict, the profit & loss and the attendance matrix (in the per‑event or per‑year view you’ve chosen) — ready to save, print or share.

Jargon buster

Break‑even attendance

The fewest guests an event needs, at your current member/non‑member mix, before it stops losing money.

Contribution

Net revenue less cost of sales and any royalty or commission — what a sale adds before labour and overheads.

Cost of sales (C.O.S)

What the product costs you to make or buy — ingredients, packaging and waste — usually shown as a % of net revenue. Excludes labour and overheads.

Food income

What you’re paid per guest for the inclusive food — your food revenue, separate from drinks sold on the night.

Gross profit & %

Net revenue less cost of sales; the % expresses it as a share of net revenue — the mirror of cost‑of‑sales %.

Gross revenue

The total the customer pays, including tax.

Labour

The wage cost of the staff involved, usually shown as a cash figure or a % of net revenue.

Margin of safety

How far sales could fall before you stop making a profit — the cushion between your forecast and break‑even.

Net profit

What the space makes after everything in the tool — net revenue less cost of sales, any royalty or commission, payroll and other costs. Central overheads aren’t included.

Net revenue

Gross revenue with tax removed — all the margin maths is worked on this figure.

On‑costs

Employer costs on top of salaries and hourly pay — National Insurance, holiday pay and pension — shown as a % added to wages.

Royalty / commission

A fee paid as a % of each sale, charged on net or gross. Optional — switch it on only if your business pays one.

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