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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This tool uses charts, detailed tables and multi-column inputs designed for a laptop or desktop. You can still use it here, but some elements may not display correctly and can be harder to navigate on a smaller screen.
Events
Price an event, see exactly where the money goes, and know how many covers you need to break even.
Price an event and see whether it makes money — a break-even chart, a clear profit verdict, and exactly where every pound goes.
Enter your budgeted cost of sales and the current VAT rate for the event.
Enter the ticket price — the price per person you plan to sell the event at — or the total event price you plan to charge. 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.
You have set your ticket price to £45.45 per person in the inputs above. 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 — this should be at £0.00.
This table is wide — scroll it sideways to see every column.
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. Enter the cost per person ex or inc VAT; the other column auto-fills.
This table is wide — scroll it sideways to see every column.
Fixed costs stay the same no matter how many guests attend. Whether 20 or 200 people turn up, you pay these once. Enter the total cost ex or inc VAT; the other column auto-fills.
This table is wide — scroll it sideways to see every column.
| 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
Variable costs breakdown
Fixed costs breakdown
P&L cost 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.