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).
No transaction fees are applied to student-only events. If your event includes non-student attendees, please enable transaction fees through the settings menu.
| 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, and your VAT and transaction fee settings.
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.