Event budget template
A free event budget for Excel and Google Sheets, and a calculator that shows your break-even and profit at every sell-through rate, so you know your numbers work before you commit to a venue.
No sign-up. For Google Sheets, use File > Import.
Event budget calculator
Change any number to see your break-even and what you'd make at different sell-through rates. The example is a 350-capacity night at $45 a ticket.
Contingency is a buffer for costs you didn't plan for, like extra security or a last-minute hire. Around 10% is common; use more for a first event or an outdoor site, less if your costs are locked in. If you don't need it, it's profit.
| If you sell | Tickets | Profit or loss |
|---|---|---|
| 50% | 175 | -$1,475 |
| 60% | 210 | $100 |
| 75% | 263 | $2,485 |
| 90% | 315 | $4,825 |
| 100% | 350 | $6,400 |
Ticket revenue is tickets × your ticket price. On Tickify, buyers pay the booking fee, so that's what you receive. If your platform takes fees from you, add them as a cost.
What's in the template
The Budget tab has your event details, every cost with estimate and actual columns, a contingency, other income and your break-even, all calculated for you. The Scenarios tab shows your profit or loss if you sell 50%, 60%, 75%, 90% or all of your tickets. Fill in the yellow cells; everything else updates.
Download the templateWhat to include in an event budget
Venue
Hire fee, or the deal you've agreed (a door deal or bar minimum can replace a hire fee).
Production
Sound, lighting, staging, screens and the techs to run them, if the venue doesn't include them.
Talent
Performer, DJ or speaker fees, plus travel, accommodation and riders.
Marketing
Paid ads, design, posters and photography.
Staff and security
Door, bar and event staff, and licensed security where you need it.
Insurance and permits
Public liability insurance, council permits, liquor and music licences.
Other costs
Decor, signage, equipment hire, cleaning and supplies.
Contingency
Usually around 10% of your costs, for the things that always come up.
Income
Ticket sales first, then any sponsorship, bar or merchandise share.
How to make an event budget
- 1
List every cost
Go through each category and write down every cost, with a real quote where you can get one. Include the small things: they add up.
- 2
Add a contingency
Add around 10% of your costs for the unexpected: extra security, a last-minute equipment hire, a higher bar minimum.
- 3
Set your ticket price and capacity
Price for your crowd and your city, and use the number of tickets you can actually sell, not just the venue's maximum.
- 4
Work out your break-even
Take your total costs, subtract any other income you're sure of, and divide by your ticket price. That's how many tickets you need to sell to cover costs.
- 5
Check it against a realistic sell-through
If you need to sell nearly every ticket to break even, change the plan before you commit: a cheaper line-up, a higher price, a different room or more sponsorship.
- 6
Track actuals as you go
Record what you actually spend next to each estimate. After the event, it shows you where the money went and makes your next budget more accurate.
Next steps
- Budgeting for insurance and permits? See event permits and insurance.
- Looking for sponsors to cover costs? Use the sponsorship proposal template.
- Planning the day itself? Download the event run sheet template.
- Ready to sell? Read how to sell tickets for an event online.
On Tickify
Buyers pay the booking fee, with card processing included, so you keep the full ticket price and there's no ticketing line in your budget. Early bird and tiered releases help you see demand before your biggest costs are due. See pricing.
Start selling tickets