Free tool
Event budget calculator
Price every line once — as a fixed amount or per guest — and see the total, the cost per guest and the contingency change as the guest count does. Add what you actually paid as the invoices arrive.
- Free, no sign-up
- Runs in your browser — nothing you type is uploaded
- Excel, CSV and PDF, ready to use
The number you are planning for. Per-guest lines multiply by it.
A share of the planned total kept for costs nobody has priced yet.
Open a file you made here
Only files made with this Winglark tool can be opened and updated here. Open the PDF, Excel or CSV file it gave you, make your changes and download it again. The file is read in your browser; nothing is uploaded.
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Event budget
Where the money goes
How to use it
Enter the number of guests you are planning for and choose your currency.
Type the quote for each line, and say whether it is a fixed amount or a price per guest. Rename, add or remove lines to match your event.
Set a contingency for what nobody has priced yet. The total and the cost per guest update as you type.
As invoices arrive, fill in the actual amounts to see where you stand, then download the budget as PDF, Excel or CSV.
In Winglark
The number every per-guest line depends on
Catering, drinks and favours are priced per guest, so the budget is only as good as the headcount. Winglark doesn’t keep your budget; it keeps the headcount honest.
- Replies, named companions and meal or allergy answers are counted as guests send them, on each guest’s own link.
- Reminders go only to guests who have not answered, so the silent part of the list shrinks before your caterer’s deadline.
- After the event, the report compares who replied yes with who came through the door, by name — the margin for next time.
Questions
What should an event budget include?
Everything the event pays for, in lines you can get quotes for: venue, catering, drinks, staff, decoration, sound and light, entertainment, photography, invitations and printing, transport, and gifts. Then a contingency for what nobody has priced yet.
How much contingency should I keep?
Enough for the costs that appear late — extra hours, a last-minute delivery, more guests than expected. How much depends on how firm your quotes are; the calculator lets you set the percentage and see what it adds in money.
How do I work out the cost per guest?
Divide the total, contingency included, by the number of guests. The calculator does it as you type, so you can see what one more table of guests costs before you invite them.
Is my budget saved anywhere?
No. Everything stays in this page in your browser and is cleared when you close it. Download it as PDF, Excel or CSV to keep your budget.
See it on your own event.
Winglark is in early access. Request access, a person reviews it, and an invitation to your workspace follows.