Event planning calculators

What the calculators do

The calculators turn planning rules into numbers for your own event. Each one asks a few questions, such as guest count, room size, budget or event length, and applies typical GTA figures to give you an estimate you can work with. They are most useful early in planning, when you need to know whether an idea is realistic, and again when quotes arrive, to check that suppliers' numbers make sense.

Which calculator for which question

The calculators fall into four groups. Budget tools include the event budget calculator, which divides a total into categories; the wedding budget splitter, which does the same for weddings by style; the cost per guest calculator, which gives an all-in figure including HST and gratuity; and the event ROI calculator, which measures corporate events against leads and revenue. Space tools include the venue capacity calculator and the tent size calculator. Quantity tools cover food and drink and the bar, including if you may need an AGCO Special Occasion Permit. Scheduling tools include the timeline generator and the entertainment hours planner.

• Start with a budget tool to set your limits.
• Use space tools before signing a venue or tent rental.
• Use quantity tools when finalising catering and bar orders.
• Generate a timeline as soon as you have a date.

Understanding the assumptions

Every calculator uses assumptions, and each states them on its page. HST is calculated at 13%, the rate in Ontario. Gratuity and contingency are planning allowances; your contracts may set different rates. Capacity figures are planning guides, and the legal maximum for any room is the occupancy load set by the fire authority. Quantities are typical averages and vary with the audience, the time of day and the length of the event.

Using results well

Treat results as starting points for conversations with suppliers rather than final answers. Save results to My Planner so you can compare versions as plans change. For a full record of costs, move figures into the event budget sheet, and for planning steps, follow the master event checklist. If the result raises a question about a term, the encyclopedia entries, such as occupancy load, explain the details.