Calculator

Budget per head

Plug in your numbers and get the only figure that compares across years, cities and headcounts: cost per head per day. Defaults match the worked example in the budgeting guide.

Per head, all-in

$3,344

Per head per day: $1,115
Total budget: $1,337,600
Fixed costs: $400,000
Contingency: $121,600

Where it goes

Budget by category
Category	Amount	Share of subtotal
Venue and F&B 400 × 3 days × $250	$300,000	25% of subtotal
Production and AV Fixed	$300,000	25% of subtotal
Hotel 360 people × 3 nights × $250	$270,000	22% of subtotal
Air 320 flyers × $600	$192,000	16% of subtotal
Ground transport 400 × $60	$24,000	2% of subtotal
Swag and gifts 400 × $75	$30,000	2% of subtotal
Awards Fixed	$40,000	3% of subtotal
Speakers and entertainment Fixed	$60,000	5% of subtotal

If headcount moves

Attendees	Per head	Per head per day
300	$3,711	$1,237
400	$3,344	$1,115
500	$3,124	$1,041

Fixed costs don't shrink with the room, so fewer people means a higher per-head number.