Kids Party Venue Booking & Package Calculator: Kids Party Pricing and Booking Spreadsheet

Full description

For owners and managers of soft play centres, activity venues, craft studios and other places that host children's birthday parties. You cost three packages from per-child food and activity costs, room cost, staff time and party extras, and see the margin and break-even number of children for each. Then you log bookings by room and slot, record deposits and balances, and the workbook flags overdue payments, double bookings and over-capacity rooms. The dashboard shows parties, revenue and margin by month.

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

• Kids_Party_Venue_Package_Calculator.xlsx: 9 tabs, 20,567 formulas, 3 native charts, 15 drop-down or number rules.
• Settings: 11 general inputs (report date, deposit %, deposit and balance due days, target margin, staff cost per hour, set-up time, payment fee %), 4 rooms with capacity and cost per slot, 3 time slots, 3 drop-down lists.
• Package_Calculator: 3 packages side by side with 5 per-child cost lines and 5 per-party cost lines (room, staff, cake, decorations, cleaning), price per child, minimum and maximum children, margin and margin %, target check, break-even children, price needed for target margin, a margin table for 6 to 30 children with a chart, and a 12-item add-on menu with margin checks (6 spare rows).
• Bookings: room for 600 parties (372 sample rows). Package price, add-ons, total, estimated cost and margin calculate, with double-booking and capacity checks.
• Booking_Extras: room for 600 add-on lines (226 sample rows).
• Payments: room for 1,200 deposits, balances, extra charges and refunds (677 sample rows).
• Deposit_Tracker: a chase list of the next 15 payments due or overdue, earliest first, then one line per booking with deposit required and due date, paid to date, balance, balance due date and 7 payment statuses.
• Room_Calendar: 28 days by 4 rooms and 3 slots from any start date, with room use %.
• Dashboard: 8 KPI tiles, revenue and margin by month, parties by package, payment status summary, 2 charts.
• README.txt and LICENSE-and-Terms.txt.

How it works

1. Enter your rooms, slots, deposit rules and staff cost on Settings.
2. Set up your three packages and add-on menu on Package_Calculator until each margin meets your target.
3. Log each booking, the add-ons sold and each payment received.
4. Check Deposit_Tracker every week and chase the red lines. Answer date enquiries from Room_Calendar.
5. Read the Dashboard at month end.

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 sample bookings, prices, costs and payments are illustrative. Replace them with your own data.
• Overdue flags use the report date on Settings. Type =TODAY() there to keep it current.
• Staff cost and sales tax treatment depend on where you operate. Verify local requirements. This is a planning tool, not tax or legal advice.
• Single-user license. Do not share or resell the files.

FAQ

Can I rename the packages and rooms?

Yes. Type new names on Package_Calculator and Settings. The drop-downs and the calendar update.

Does it handle children below the minimum number?

Yes. Each package has a minimum number of children charged. Costs still use the actual number of children.

Does it work in Google Sheets?

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

Can I use more than 4 rooms or 3 slots?

The calendar holds 4 rooms and 3 slots a day. For a larger venue, use a second copy for the extra rooms.

Is this a physical product?

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