Conference Budget Calculator

Total budget from attendees, venue, AV, F&B, and travel.

Attendees

Event days

Venue daily rate ($)

Catering $/person/day

AV budget/day ($)

Speaker budget ($)

Travel subsidy (%)

Avg travel cost/person ($)

Contingency (%)

Tab to move between fields

Total conference budget

$143,440.00

≈ 10 used cars

Cost per attendee$478.13

Cost per attendee/day$159.38

Venue$15,000.00

Catering & F&B$76,500.00

AV & technology$9,000.00

Speakers$15,000.00

Travel subsidies$0.00

Materials & signage$5,400.00

Event staff$4,200.00

Contingency reserve$13,040.00

F&B + venue (% of budget)70.2%

How to Use This Calculator

Enter the expected number of attendees and conference duration in days.
Set venue cost per day and food and beverage budget per attendee per day.
Input speaker fees, AV costs, and marketing budget.
Review the total conference budget and cost per attendee.
Adjust individual line items to hit your target per-head budget or ticket price.

How the result changes with Event days

Attendees: Expected number of conference attendees.
Event days: Number of conference days (not counting setup/teardown).
Venue daily rate ($): Daily venue rental including meeting rooms.
Catering $/person/day: Per-person daily food & beverage (breakfast, lunch, breaks).
AV budget/day ($): Daily audio-visual equipment and technician cost.
Speaker budget ($): Total budget for speaker fees and honoraria.
Travel subsidy (%): Percentage of attendee travel costs the company covers.
Avg travel cost/person ($): Average attendee travel cost (flights + hotel).
Contingency (%): Budget buffer for unexpected costs (industry standard: 10-15%).

Total conference budget: Complete budget including all line items and contingency.
Cost per attendee: Total budget divided by attendee count.
Cost per attendee/day: Daily per-attendee cost for benchmarking.
Venue: Total venue rental cost.
Catering & F&B: Total food and beverage cost.
AV & technology: Audio-visual equipment and technicians.
Speakers: Speaker fees and honoraria.
Travel subsidies: Company-covered attendee travel costs.
Materials & signage: Badges, lanyards, programs, and signage.
Event staff: Coordinators and temporary event staff.
Contingency reserve: Budget buffer for unplanned expenses.
F&B + venue (% of budget): Venue and catering as a percentage of subtotal (typically 50-70%).

Identify Input Parameters
4 parameters
Attendees = 300, Event days = 3, Venue daily rate ($) = 5000, Catering $/person/day = 85 = 9 input(s) provided
Calculate Total conference budget
Total conference budget = subtotal + contingency
143440 = $143,440
Calculate Cost per attendee
Cost per attendee = grandTotal / attendees
478.13 = $478.13
Calculate Cost per attendee/day
Cost per attendee/day = costPerAttendee / eventDays
159.38 = $159.38