Conference Budget Calculator
Plan multi-day conference budgets including venue, speakers, catering, AV, and attendee experience.
Event Details
Additional Costs
Budget Summary
Cost Breakdown
How to Use This Calculator
Enter conference duration and attendee count
Add venue, catering, and AV costs
Include speaker fees and travel
Get total budget with contingency built in
Frequently Asked Questions
How much does a conference cost per attendee?
Corporate conferences typically cost $300-800 per attendee per day. This varies based on venue tier, catering quality, speaker caliber, and production values.
What percentage is venue vs other costs?
Venue and F&B typically account for 50-60% of conference budgets. Speakers and entertainment 15-25%, AV/production 10-15%, and marketing/materials 10-15%.
How much contingency should I budget?
Plan for 10-15% contingency for first-time events, 5-10% for established conferences. Common overruns include last-minute AV needs, additional catering, and weather contingencies.
Should I hire a conference planner?
For events over 200 attendees or multi-day conferences, professional planners often save money through vendor relationships and prevent costly mistakes.
When should I start planning a conference?
Major conferences need 9-12 months lead time. Secure venue and keynotes first (12+ months out), then work backwards for other elements.
Why Use This Calculator
- Budget for multi-day events accurately
- Track speaker and entertainment costs
- Plan venue and catering at scale
- Include AV and production expenses
- Build in realistic contingencies
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"Planning our annual conference budget used to take days. This tool gave us a solid framework in under an hour."
Events Director, Trade Association