Society Event Budgeting Planner
About this planner
This tool helps clubs and societies budget for events, from small get-togethers to large-scale socials. Add your ticket prices, expected costs and attendance scenarios, and we'll work out your income, costs and break-even point for you.
Once you're happy with your numbers, export your budget as a PDF and send it to your coordinator. It gives us everything we need to support your event planning.
What's on each tab:
- Event Details — Your event name, date, capacity and attendance scenarios
- Ticket Types — Each ticket you're selling, its price and expected share of attendees
- Other Income — Income beyond ticket sales, like sponsorship or grants
- Expenses — Your costs, split into fixed and per-person amounts
- Summary — Your full budget across all four scenarios, with a break-even calculation and chart
Event Details
| Event Name: | |
| Event Date: | |
| Maximum Capacity: |
Attendance Scenarios
Set four attendance assumptions. These percentages are applied to maximum capacity.
Save/Load Progress
You can save your progress and come back later to continue working on your budget.
Ticket Types
All ticket prices will include VAT set at 20%. Value Added Tax (VAT) is a tax charged on most goods and services, and is collected on behalf of the UK Government, and paid to HM Revenue and Customs (HMRC).
A transaction fee of 20p per ticket is applied to all ticketed events.
| Ticket Name | Price (£) | Expected % of Total | Actions |
|---|---|---|---|
Ticket Income Projections
| Ticket Type | Scenario 1 (50%) | Scenario 2 (70%) | Scenario 3 (90%) | Scenario 4 (100%) |
|---|---|---|---|---|
| Net Ticket Income | £0.00 | £0.00 | £0.00 | £0.00 |
Other Income Sources
| Income Source | Amount (£) | Notes | Actions |
|---|---|---|---|
| Total Other Income | £500.00 | ||
Expenses
| Category | Expense Item | Fixed Amount (£) | Per Person (£) | Notes | Actions |
|---|---|---|---|---|---|
Expense Projections
| Category | Scenario 1 (50%) | Scenario 2 (70%) | Scenario 3 (90%) | Scenario 4 (100%) |
|---|---|---|---|---|
| Total Expenses | £0.00 | £0.00 | £0.00 | £0.00 |
Budget Summary
| Category | Scenario 1 (50%) | Scenario 2 (70%) | Scenario 3 (90%) | Scenario 4 (100%) |
|---|---|---|---|---|
| Gross Ticket Income | £0.00 | £0.00 | £0.00 | £0.00 |
| Less Transaction Fees | £0.00 | £0.00 | £0.00 | £0.00 |
| Less VAT (20%) | £0.00 | £0.00 | £0.00 | £0.00 |
| Net Ticket Income | £0.00 | £0.00 | £0.00 | £0.00 |
| Other Income | £0.00 | £0.00 | £0.00 | £0.00 |
| Total Income | £0.00 | £0.00 | £0.00 | £0.00 |
| Total Expenses | £0.00 | £0.00 | £0.00 | £0.00 |
| Net Profit/Loss | £0.00 | £0.00 | £0.00 | £0.00 |
Income, Expenses and Profit by Scenario
Break-Even Analysis
This uses your ticket mix, costs, other income, VAT and the 20p per-ticket transaction fee.
Based on your fixed costs and per-person variable costs:
You need to sell 0 tickets to break even.
This represents £0.00 in revenue.