Event Budget & Ticket Break-Even Calculator: Event Budget Spreadsheet with Ticket Pricing

Full description

For event organisers, conference and festival producers, venues and associations who sell tickets and need to know the break-even point before they commit money. You list your costs, ticket tiers and sponsors once. The workbook calculates the average net revenue per attendee after fees and tax, the break-even attendance, the profit at every sales level and how far your weekly sales are ahead of or behind target.

Save with a bundle: this template is also in the Events & Weddings Bundle, 10 templates for $29 instead of $67. All 141 templates are in the All-Access Hospitality Template Library for $79.

What is inside

• Event_Budget_Ticket_Break_Even_Calculator.xlsx: 9 tabs, 1,147 formulas, 5 native charts, 12 drop-down or number rules. No macros.
• Settings: event and report dates, capacity, forecast attendance, ticket processing fee, sales tax, contingency, other income per attendee, sponsorship rule, warning levels, 12 cost categories and a sponsor status probability table.
• Costs: room for 80 cost lines (29 sample lines), each fixed or per attendee, with budget, actual or committed amount, variance and an over-budget flag.
• Tickets: 6 ticket tiers with full price, early-bird price and end date, allocation and planned mix. Early-bird and full-price sales, net revenue and sold % fill in from Sales_Pace.
• Sponsors: room for 30 sponsors (10 sample rows) with package, cash and in-kind value, status, probability, weighted value, payments and flags.
• Break_Even: average net revenue per attendee, contribution, break-even attendance and paid tickets, attendance for a target profit, a risk level, profit at 10 sales levels and a 30-scenario grid of attendance against price change.
• Sales_Pace: 30 weekly rows with tickets by tier, a cumulative target curve (21 sample weeks, 17 weeks of sample sales), variance and a pace flag.
• Budget_vs_Actual: costs by category and income lines against budget, with a chart.
• Dashboard: 8 KPI tiles, ticket tier summary, cost summary and 2 charts.
• README.txt and LICENSE-and-Terms.txt.

How it works

1. Enter the event date, capacity, forecast attendance and your fee and tax rates on Settings.
2. List your costs on Costs and mark each line Fixed or Per attendee.
3. Set ticket tiers, prices and planned mix on Tickets, and add sponsors on Sponsors.
4. Read Break_Even and adjust prices, costs or sponsorship until the risk level suits you.
5. Each week, enter tickets sold by tier on Sales_Pace, move the report date and check the Dashboard.

Details

• Format: Excel workbook (.xlsx). No macros.
• Language: English. Currency is a label you choose.
• Software: Excel 2016 or later, or a spreadsheet program that opens .xlsx files.
• Delivery: instant digital download. Nothing is shipped.

Good to know

• All costs, prices, sponsors and sales figures are illustrative. Replace them with your own data.
• Fee, sales tax and permit rates are editable examples. Verify local requirements and your provider's rates.
• The workbook is a planning tool, not financial or tax advice.
• Single-user license. Do not share or resell the files.

FAQ

Does it handle complimentary tickets?

Yes. Complimentary passes count as attendees for per-attendee costs but bring no ticket revenue.

Can I count sponsors who have not signed yet?

Choose on Settings: confirmed sponsors only, or confirmed plus the weighted value of the pipeline.

How does early-bird pricing work?

Each tier has an early-bird price and end date. Sales in weeks that start on or before that date count at the early-bird price.

Does it work in Google Sheets?

It opens in Google Sheets and the formulas calculate. Check the drop-downs and charts after import.

Is this a physical product?

No. It is a digital download. Refund terms follow the store policy at the time of purchase.