Enter the guest count and add every cost associated with the event — room hire, staffing, food and beverage, and any other costs. Set your target GP% to get a recommended price per head and see your overall event profitability.
| Cost Item | Category | Per Head? | Amount | Total Cost |
|---|
Typical function GP: 60–70%
Room hire, entertainment and equipment hire are typically fixed regardless of final guest numbers. Food, beverage and some staffing scale directly with headcount. Separating the two gives a more accurate price per head, especially important if guest numbers change close to the event.
Always agree a final numbers deadline with the client (typically 7–14 days before the event) so kitchen and staffing costs can be finalised accurately. Costing against provisional numbers that later drop can turn a profitable event into a loss-making one.
For events with high fixed costs (room hire, entertainment), consider a minimum numbers clause in your contract — the client pays for an agreed minimum guest count even if fewer attend, protecting your fixed cost recovery.
A non-refundable deposit taken at booking, with the balance due before or on the day, is standard practice and protects against late cancellation. Large events may warrant staged payments — deposit, interim payment at final numbers, balance on the day.
This calculator provides estimates based on the figures you enter. JWBIZ Ltd accepts no liability for pricing or contractual decisions made on the basis of this tool.