Free tool · Purchasing and budget
Itemized Party Budget
Add fixed and per-guest line items, include a buffer for unexpected expenses, and instantly see what each guest costs and how the total changes if your list grows or shrinks.
- No account required
- Cost per guest
- +/− 20% scenarios
Preloaded example80 guests, 8 line items, and a 10% contingency buffer. Total $72,820, or $910.25 per guest; exceeds a $70,000 cap by $2,820. Change the values to use your own data.
This tool requires JavaScript to calculate using your data. Without JavaScript, you can read the worked example on the right and the method below; nothing is sent to any server.
Your budget
104% of cap used
| Line item | Estimated | % | Spent | Pending |
|---|---|---|---|---|
| Location | $12,000 | 18.1 | $0 | $12,000 |
| Food and drink | $30,400 | 45.9 | $0 | $30,400 |
| Music or DJ | $6,000 | 9.1 | $0 | $6,000 |
| Decor and flowers | $4,500 | 6.8 | $0 | $4,500 |
| Cake and desserts | $4,800 | 7.3 | $0 | $4,800 |
| Photography | $5,000 | 7.6 | $0 | $5,000 |
| Invitations and stationery | $2,000 | 3.0 | $0 | $2,000 |
| Transportation and extras | $1,500 | 2.3 | $0 | $1,500 |
| Subtotal | $66,200 | 100 | $0 | $66,200 |
If guest count changes
| Scenario | Guests | Total | Per guest | Compared to cap |
|---|---|---|---|---|
| −20 % | 64 | $64,636 | $1,010 | +$5,364 |
| Your plan | 80 | $72,820 | $910 | −$2,820 |
| +20 % | 96 | $81,004 | $844 | −$11,004 |
Method: fixed line item = its amount; per-guest line item = amount × guests. Subtotal + contingency = total. Example amounts are fictional and actual prices depend on your city and vendors: replace them with quotes. Taxes and tips are excluded unless you add them.
How to use this tool
- Enter the number of guests, the contingency percentage, and your spending cap if you have one.
- Edit line items: choose whether each one is a fixed amount or a per-guest cost.
- Review the total, line-item breakdown, and scenario table; download the CSV or print.
How to read the example
The fixed line items (venue, music, decoration, photography, and extras) add up to $29,000. The per-guest line items (food and drink $380, desserts $60, and printed items $25) total $465 per person; for 80 guests, that is $37,200. The subtotal is $66,200; adding a 10% contingency buffer ($6,620), the total is $72,820, or $910.25 per guest. Against a $70,000 cap, it would still be necessary to cut $2,820.
The scenario table shows that with 64 guests the total drops to $64,636 and with 96 it rises to $81,004: only the per-guest line items change. The prices are fictional; substitute them with real quotes.
Method, assumptions, and limitations
Fixed line item = amount. Per-guest line item = amount × guests. Subtotal = sum of line items. Contingency buffer = subtotal × percentage. Total = subtotal + contingency; cost per guest = total ÷ guests. For scenarios, only the per-guest line items are recalculated with 20% fewer and 20% more guests.
The "Spent" column is optional and lets you compare your estimate with what has already been paid.
Keep in mind
- The example amounts are fictional and do not represent market prices.
- It does not add taxes, tips, or fees unless you enter them as line items.
- This is a planning tool: it does not replace quotes, contracts, or financial advice.
Privacy: everything happens in your browser. Nothing you type is sent or stored, with no account or email needed. Downloaded files are generated directly on your device.
Frequently asked questions
What is the difference between a fixed and a per-guest line item?
A fixed item is paid once (for example, the venue). A per-guest item is multiplied by the number of people (for example, food). Choosing the right type makes the scenarios realistic.
How much should I set aside for contingencies?
It's your choice. Many planners set aside a percentage of the subtotal; here you can try 0%, 10%, or 15% and see the effect on the total.
Is my data sent anywhere?
No. It is calculated in your browser and not saved. Download the CSV if you want to keep your budget.
Can I use it for a large wedding?
Yes. You can add as many line items as you need and change the amounts; the table scrolls if there are many rows.
What does the CSV file contain?
Each line item with its type, amount, estimate, and spent, plus contingency and total. It opens in Excel, Numbers, or Google Sheets.