How the Party Budget Planner calculates your total

Party budgets are basically variable costs (that grow with guests) plus fixed costs (that don’t). This calculator keeps it transparent so you can instantly see what’s driving the total.

• Food total = guests × food per guest
• Drinks total = guests × drinks per guest

• Fixed total = dessert + décor + venue + entertainment + extras

• Subtotal = variable total + fixed total
• Contingency = subtotal × (contingency % ÷ 100)
• Grand total = subtotal + contingency

• No split: host pays grand total
• Even split: grand total ÷ guests
• Helpers split: grand total ÷ helpers paying

The “Budget score” is a simple signal that compares your per‑guest spending and venue choices to common ranges for your party type and style. It’s not “right or wrong” — it just helps you spot when your plan is drifting into “this might hurt later” territory.

Realistic examples (so you can sanity‑check)

These examples show how quickly totals change with headcount and a few “fixed” upgrades. Use them to see whether your plan feels realistic for your city and expectations.

• Food: $12/guest → $240
• Drinks: $6/guest → $120
• Dessert: $25 · Décor: $30 · Venue: $0 · Entertainment: $0 · Extras: $10
• Subtotal: $425 · Contingency 10%: $42.50
• Total: ~$468 · Per guest: ~$23 (even split)

• Food: $18/guest → $1,080
• Drinks: $10/guest → $600
• Venue: $900 · Décor: $120 · Entertainment: $250 · Dessert: $60 · Extras: $80
• Subtotal: $3,090 · Contingency 12%: $370.80
• Total: ~$3,461 · Even split: ~$58/guest

• Food: $35/guest → $420
• Drinks: $18/guest → $216
• Venue: $0 · Décor: $75 · Entertainment: $0 · Dessert: $50 · Extras: $30
• Subtotal: $821 · Contingency 10%: $82.10
• Total: ~$903 · Host pays: $903

Notice the pattern: once guests rise, per‑guest costs dominate. When guests are small, fixed upgrades (dessert, décor) show up more clearly. The planner helps you decide what to prioritize.

Use this planner like a mini decision‑tool

A party budget isn’t just math — it’s trade‑offs. This planner is designed to help you quickly choose the version of the party you actually want (and can afford) before you start spending.

• Set guests first: headcount drives everything else.
• Pick your style: simple, standard, premium, or luxury.
• Decide the “hero” category: food, drinks, décor, or entertainment.
• Add contingency: 8–12% is usually enough for small surprises.
• Choose split mode: host pays, even split, or helpers split.

If you want guests to say “that party was amazing” without spending crazy money, choose one category to be “wow,” then keep the others “clean and solid.” Examples: great tacos + simple décor, or a fun DJ + basic snacks, or premium drinks + casual food. The planner makes this obvious because you can watch totals change in real time.

• Outdoor parties (weather changes, rentals, heaters/umbrellas)
• Holiday weekends (prices jump, delivery delays)
• First time hosting (unknowns are higher)
• Kids parties (extra supplies happen)

Frequently Asked Questions

• How do I estimate “food per guest”?

  Start with a simple baseline: snacks/light meal $8–$15, casual meal $15–$25, catered meal $25–$45, premium dinner $45+. Then adjust for your city, dietary needs, and whether you’re serving a full meal or just bites.

• Should drinks be per guest too?

  Usually yes, because drinks scale with headcount. If your party is short (1–2 hours), keep it low. If it’s long or includes alcohol, increase it. You can also set drinks to $0 if it’s BYOB.

• What contingency % is “normal”?

  Many planners use 8–12%. If you’re renting gear or ordering delivery, consider 12–15%. If everything is DIY at home, 5–10% is often enough.

• How does “helpers split” work?

  If you’re co‑hosting, set “Split among helpers” and choose how many people are contributing financially. The calculator divides the total across those helpers (not the whole guest list).

• Can I use this for weddings or big events?

  For large events the structure still works (variable + fixed + contingency). But you’ll usually want more categories (rentals, staffing, photography, etc.). For parties under ~200 guests, this planner is a great starting point.

• Is my data saved or sent anywhere?

  No. Everything runs in your browser. If you click “Save,” your plan is stored locally on this device only.

Make it feel “expensive” without spending a lot

“Expensive” is often lighting, comfort, and flow — not necessarily cost. If you want the party to feel premium on a budget, prioritize the basics guests experience every minute:

• Lighting: warm bulbs, string lights, candles (safe), or LED strips.
• Seating: enough places to sit, even if it’s pillows or folding chairs.
• Music flow: one good playlist with a slow start and energetic peak.
• Signature touch: one standout snack or drink with a fun name.