Here's what this tool builds — a break-even chart for your event, a clear profit verdict and a full cost breakdown. It needs a full-size screen to run.
A sample preview — open on a laptop or desktop to run it with your own event.
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Price an event, see exactly where the money goes, and know how many covers you need before it makes a penny.
Enter your budgeted cost of sales and the current VAT rate for the event.
Enter a price per person, or enter a total event price — they'll auto-fill each other based on your forecasted covers.
How many covers are you forecasting? Set the minimum and maximum to define the range on the break-even chart.
Your ticket price is £45.45 per person. Enter how much of that price is made up of food, drink and entertainment — for example, £58 food, £25 drinks, £12 entertainment. Enter inc or ex VAT and the other column auto-fills. Any portion of the ticket price not entered here will show as Unallocated — ideally this should reach £0.00.
Variable costs change depending on how many guests attend. If you have 100 guests these costs are multiplied by 100 — if you have 50, they're multiplied by 50. Examples: Christmas crackers, gift bags, mince pies, menu cards. Enter the cost per person ex or inc VAT; the other column auto-fills.
Fixed costs stay the same no matter how many guests attend. Whether 20 or 200 people turn up, you pay these once. Examples: band hire, photographer, décor, DJ, lighting. Enter the total cost ex or inc VAT; the other column auto-fills.
| Line | Per cover | Total |
|---|
Profit here is the event's operating profit — net (ex-VAT) revenue less cost of sales, variable costs, any royalty or commission and fixed costs, before labour and any central overheads not entered above. Enter all costs ex-VAT.
What this means
Where each £ of net revenue goes
Fixed costs breakdown
Template
Download an Excel template, fill it in offline, then upload it back to populate the event.
Save & restore
Save the whole event and settings to a file you can back up, share, or reload later.
PDF report
Generate a formatted summary of the event P&L — break-even chart included — ready to save or share.