Exhibitor Package & Attendee Ticket Cost Calculator For Conferences
Trying to calculate how much you should charge your exhibitors and attendees to attend your conference can be an overwhelming task. Whether you’re building a budget from scratch or trying to allocate funds from a pre-determined budget, we can help.
With our easy to use online calculator you can quickly work out how much you should charge your exhibitors and attendees to cover your budget.
This calculator provides a quick and easy way to determine how much you should charge your exhibitors based on their package level and also how much an attendee ticket should cost to cover your event costs.
- How to use
First enter the total event budget you have calculated from your supplier quotations. Then decide what percentage of that budget must be paid through sponsorship / exhibitor packages.
Enter the number of attendees expected if your overall sponsor budget percentage is less than 100%.
Now enter the number of platinum, gold, silver, and bronze sponsors / exhibitors you have space for in your floor plan. Then use the percentage slider to determine how much of the overall sponsored budget should be assigned to that level. You can have less than 4 sponsor levels, just make sure that all the configured level percentages total 100% when combined.
The remainder of the event budget will be divided equally between the number of anticipated attendees to calculate the ticket price.
How To Calculate Your Event Budget
Whatever you do, don’t guess your budget. Put the time in to find your suppliers and obtain accurate quotes for your event needs. Never accept estimations or indicative pricing as they will fall short of your actual costs.
Venue
Get quotes for all items, power, connectivity, minimum commitments, extended opening, security etc.
Food & Drink
Be aware of minimum food commitments or if including in ticket, obtain a fixed price per head.
Hidden Costs
Watch out for hidden costs that are mandatory like installing carpet into the venue if blank canvas.
AV
Everything from lights, staging, PA systems, projectors, screens, and technicians. Be sure to get quotes.
Furniture Hire
Exhibitors & attendees need places to sit & network. Hiring of stools, tables, sofas, & networking spaces.
Advertising
Marketing and advert costs to promote your event across multiple social channels.
Stand Graphics
Are you providing shell schemes and stand graphic design, installation, and disposal.
Hotels & Travel
What's the cost of travel and expenses for your team and any VIPs you may have?
Event Software
The cost of your event software for registration, lead generation, attendee engagement etc.
Badge Printing
Onsite badge printing and event check-in services whether thats hired in or self-serviced.
Entertainment
Are you planning any after or pre show entertainment or other networking opportunities?
Swag / Promo Materials
Are you planning on giving out any promotional items or prizes that can be won throughout your event?
How We Can Help
We can help you plan and run all aspects of your event
- Your All-in-One Event Management Software
- Onsite badge printing and event check-in
- Marketing and advertising services
- Event organizer and planning service
Please remember that this calculator is meant to be used as a starting tool to help you more efficiently distribute your event budget across your exhibitors and attendees. If you would like more help to convert your event ideas into an accurate budget plan, please get in touch with us.
