Events & Planning Calculators — United Kingdom

How much food to order for a given number of guests, by service style and event length.

How much to buy — bottles, glasses and ice — for a given crowd and event length.

How many plates, cups, napkins, cutlery sets, ice and bin bags a party needs from the number of guests, how long it runs and what kind of food is served.

Tables, seats and floor area for a given guest count and layout.

How many people a room holds from its floor area, in each standard layout — theatre, classroom, banquet, cocktail, boardroom — after deducting the space taken by stage, bar and circulation, with whether your guest count fits.

A running order with start and end times for every segment, from the event's start time and the length of each part — with the finish time, the total running time and how much buffer is left before a hard stop.

Everything a seated event needs on the tables — tables, chairs, cloths, napkins, centrepieces and candles — from the guest count and seats per table, with spares and the cost at a rate per table.

How many hotel rooms to block for an event's travelling guests — from the guest count, sharing and the share who actually book — with the room-nights, the cost, and what you would owe under an attrition clause if fewer book than planned.

How many staff an event needs — servers, bartenders, security and supervisors — from the guest count and service ratios, with the hours including setup and pack-down, the cost, and the effect of volunteers.

The dance floor size for a wedding or party from the guest count, how many will be up at once and how much room each dancer needs — with the dimensions and the number of standard panels to hire.

How long a speech, toast or eulogy will take to say from its word count — or how many words to write for the minutes you have — at a slow, average or fast speaking pace.

How many shuttle trips it takes to move your guests between a hotel and a venue, how long that takes with the buses you have, and how many buses you need to finish inside a time window.

How many balloons a balloon arch or organic garland needs for its length, in the sizes you plan to use — and how much helium if it floats.

Total cost and cost per head, split between fixed and per-guest items.

How many guests will actually come, from the yeses, the nos, the people who have not replied and the share who say yes then do not show — with a low-to-high range and a catering number that carries a buffer.

The return on a corporate event from the leads it generates — through opportunity and close rates to deals, revenue and margin — with the cost per lead and per attendee, and the deals needed to break even.

Revenue from early-bird, standard and late ticket tiers at a given sell-through — net of platform fees and complimentary tickets — with the blended price, the tickets needed to break even and the profit at capacity.

A vendor contract split into deposit, progress payment and final balance — how much each is and when it falls due relative to the event — with the cash you need to have found by each date.

The expected loss from an event's main risks — each a probability and a cost — against the contingency reserve you have set, with the worst case, whether the reserve covers it, and whether an insurance premium is worth paying.