FREE EVENT & WEDDING BUDGET CALCULATOR

PLAN YOUR EVENT OR WEDDING BUDGET WITH CONFIDENCE

Whether you are planning a wedding, corporate event or private celebration, costs can build quickly once the venue, catering, entertainment, styling and smaller details are added together.

Our free budget calculator gives you a simple way to organise expected costs, see where the money is going and understand your total spend before plans get too far along.

Add the figures you already know, estimate the ones you do not, and update everything as quotes come in and your plans develop.

For couples, it can also be used as a straightforward wedding planning tool to keep venue, catering, photography, entertainment and styling costs in one place.

START WITH WHAT YOU KNOW

Enter your expected costs below. You can update the figures at any time as quotes come in and plans change.

Use the calculator to keep track of your total event spend, understand your cost per guest and see which parts of the budget are taking the largest share.

WHAT SHOULD AN EVENT BUDGET INCLUDE?

A good event budget should account for more than the obvious venue and catering costs.

Depending on the type of event, you may also need to allow for production, AV, entertainment, staffing, branding, photography, transport, security and supplier access.

It is also worth keeping part of the budget aside for changes or unexpected costs. Quotes can move, guest numbers can change and additional production requirements sometimes appear once the venue and suppliers begin planning together.

Keeping everything in one place makes it much easier to see where the budget is being spent and where adjustments can be made.

DON’T FORGET THE GUEST EXPERIENCE

It is easy for an event budget to become focused entirely on logistics, but the parts guests actually interact with deserve their own consideration too.

Entertainment, photography, content and interactive experiences can all influence how people engage with the event and what they take away from it afterwards.

For corporate events in particular, it can be useful to think about whether an experience is simply entertainment or whether it can also support branding, content creation or guest engagement.

Budget Planning FAQs

What should be included in a wedding budget?

Include the venue, catering, drinks, photography, entertainment, flowers, stationery, styling, transport and accommodation. Add any staffing, insurance or permit costs, plus a separate contingency amount. Check what each supplier quote already includes to avoid counting the same cost twice.

How much contingency should I allow for a wedding or event?

Keep a separate allowance for costs that are still uncertain. Choose the amount after reviewing your quotes, exclusions and guest numbers, and increase it if major elements remain unconfirmed. Treat contingency as money reserved for changes rather than money already committed.

How do I calculate event cost per guest?

Divide the total budget by the expected number of guests. For example, a £20,000 budget for 100 guests works out at £200 per guest. This is an average: fixed costs such as venue hire do not necessarily fall when the guest list gets smaller.

What wedding costs are commonly forgotten?

Check delivery, setup and collection charges, VAT, corkage, supplier meals, overtime, alterations, postage and transport. Ask suppliers to confirm exclusions and any extra charges before treating a quote as your final cost.

Can I use this calculator for corporate events, private events and weddings?

Yes. Use the categories that apply to your celebration and leave the others at zero. For corporate events, remember production, AV, staffing and security; for weddings, include flowers, stationery and any guest accommodation you are covering.