Planning tool

Event budget calculator

Use this event budget calculator to build a budget range in KES for weddings, corporate events, and private events. Replace ranges with real supplier prices when you are ready to confirm bookings.

Need a spreadsheet for finance review? Download the event budget template (CSV) for Excel or Google Sheets.

Event budget calculator
Pick a preset or enter a budget. Edit the low and high numbers. Share or print.
Sample budgets
Pick a sample plan, then replace ranges with your quotes.

Standard tier, DJ party, tenting needed.

Compare totals

Plan from a total budget
Enter a total budget. We fill a draft breakdown you can edit.

Type a number. Example: 1500000.

Uses the selected sample as a starting point.

Pick the closest match, then adjust.

This updates the low and high ranges so the total matches your budget.

Event basics
Set the basics so the budget fits your event.

Updates default ranges for catering, decor, AV, and media. Override with real quotes.

Total guests: 150. Catering buffer: +8 (if enabled).

Extra checks
These add checklist items and common add ons.

Rain plan needed

Sidewalls, flooring, and extra lighting are common add ons.

Generator needed

Budget for fuel, operator, and power distribution.

Alcohol served

Drives bartenders, ice, glassware, and deposits.

Fireworks

Plan approvals, safety perimeter, and extinguishers.

Night event with loud music

Ends past 10pm based on your time settings.

Buffers and VAT
Helps cover surprises and price changes.

Typical: 0.10 to 0.15

Planning months out: 0.03 to 0.07

Set to 0 if you already used weekend quotes.

Optional.

Guest buffer (+ meals)

Adds a buffer to catering guest count only.

Typical: 0.05

Include refundable deposits in total

Deposits are cash you may need to pay, even if refundable.

Cost modules
Open a module, then fill in low and high.

A to K plus hidden costs

Low is a basic option. High is a more premium option. Replace ranges with quotes when you have them.

A) Venue and space

Venue total = Rental + Extras + Parking + Overtime

KSh 75,000–KSh 410,000

Chairs and tables included, security, cleaning, corkage, overtime rules.

You end past 10pm based on your time settings.

B) Guest experience (food and drinks)

Catering total = Food + Drinks + Staff + Crockery + Vendor meals

KSh 385,680–KSh 720,000

Public ranges often quoted: basic 800 to 1,200; standard 1,500 to 2,500; premium 3,000+.

Common: 0.50 to 0.70

Applies to 10 kids

Enable "Alcohol served" to edit.

Crockery hire needed

Turn off if venue provides plates, cutlery, and glassware.

C) Tenting, furniture and flooring

Structure total = Tent + Add ons + Furniture + Transport + Labour

KSh 155,000–KSh 1,090,000

Enable structure module

Turn off for hotel packages or venues that include furniture and shelter.

D) Decor and florals

Decor total = Tier base + Florals + Props + Setup + Strike + Deposit

KSh 125,000–KSh 620,000

Minimal: linen and simple pieces. Standard: full drape and better styling. Premium: custom installs.

E) AV, sound, lighting, screens

AV total = Sound + Lighting + Screens + Techs + Power + Setup

KSh 60,000–KSh 615,000

F) Entertainment and program

Entertainment total = DJ + MC + Band + Acts + Kids + Production

KSh 52,000–KSh 662,000

Public ranges often quoted: 30,000 to 80,000+.

G) Photo, video and content

Media total = Photo + Video + Drone + Extras

KSh 120,000–KSh 575,000

H) Staffing, management and operations

Ops total = Planner + Assistants + Ushers + Security + Cleaners + Medic

KSh 60,000–KSh 385,000

Full planning vs coordination only changes this a lot.

Recommended for larger events.

I) Logistics and transport

Logistics total = Deliveries + Transport + Accommodation + Fuel + Storage

KSh 25,000–KSh 260,000

Enable "Generator needed" to edit.

J) Legal and permits

Permits total = Noise permit + Music licence + Insurance + Other permits

KSh 15,000–KSh 250,000

Night events often trigger noise and PA permits.

Fireworks approvals, drone permissions, county approvals, and road access.

K) Extras (often missed)

Extras total = Print + Guest transport + Accommodation + Branding + Wi Fi + Tips + Fees

KSh 0–KSh 765,000

Invites, menus, place cards, and signage.

If you are hosting guests or vendors out of town.

Branding is usually optional for private events.

Needed if you have card payments, screens, or live stream.

Card fees, M-Pesa fees, and vendor transfer fees.

Hidden costs checklist (optional)

Toggle items you want to include and add ranges.

KSh 5,000–KSh 220,000

Tenting sidewalls

Rain and wind protection for outdoor setups.

Extra lighting

Weather, darkness, and safety lighting.

Floor protection

Mud control, walkway mats, and grass protection.

Vendor overtime

DJ, AV, venue, and crew overtime.

Late night transport and security

Extra security and transport when events end late.

Breakage deposits (refundable)

Refundable deposits for glassware and rentals.

Fire extinguishers

Safety compliance for venues and kitchens.

Crowd barriers

Needed for fireworks zones, stages, and public access areas.

Corporate supplies

Lanyards, clickers, adapters, and last minute print.

Notes
Assumptions, exclusions, quote links, and approvals.

Notes are included in share links and embed view.

Summary
Total KSh 1,260,886–KSh 7,689,240. Per guest KSh 8,406–KSh 51,262.

Total range

KSh 1,260,886–KSh 7,689,240

Per guest

KSh 8,406–KSh 51,262

Guests: 150. Catering buffer: +8.

Totals

  • SubtotalKSh 1,077,680–KSh 6,572,000
  • Contingency (12%)KSh 129,322–KSh 788,640
  • Price buffer (5%)KSh 53,884–KSh 328,600
  • Deposits (refundable)KSh 0–KSh 50,000
Total includes deposits. Total with deposits: KSh 1,260,886–KSh 7,689,240.

Top cost drivers

  • Tenting, furniture and flooringKSh 155,000–KSh 1,090,000
  • Guest experience (food and drinks)KSh 385,680–KSh 720,000
  • Extras (often missed)KSh 0–KSh 765,000
Checklist
Planning list driven by your inputs.

  • Confirm tenting, flooring, and access paths with the final layout.

    Garden and raw venues need structure details early.

  • Lock a rain plan with sidewalls, flooring, and a dry service route.

    Weather changes costs fast.

  • Confirm noise and PA permit needs and a clear cutoff time.

    Night hours can trigger permits and tighter limits.

  • Confirm overtime rates for venue, DJ, AV, and security in writing.

    Late finishes trigger extra charges.

  • Plan catering buffer for +8 extra guests.

    Extra guests happen.

  • Request itemized quotes with transport, crew, setup and strike, overtime rates, and deposits.

    Itemization lets you compare quotes fairly.

  • Write a day of run sheet and sign off checklist for every vendor.

    Stops disputes on overtime and damages.

Quick checks
These choices can change costs quickly.

End time: 22:00 (after 10pm)

Day: -. Guests: 150.

Rain plan is on. Sidewalls and flooring can add cost.

How it works

  • Pick a sample budget that looks like your event.
  • Use a corporate sample for conferences, launches, and team events.
  • Enter guests and your venue type, including church events.
  • Adjust sections and keep low and high ranges until you have prices.
  • Add a safety amount for price changes and last minute needs.
  • Share a link your team can edit, or a view only link for review.

What is included

The calculator covers venue, catering, structure, decor, sound and lighting, entertainment, media, operations, logistics, legal and permits, extras, plus a hidden costs checklist.

For church events, choose Church as the venue type to include common church fees and reminders.

Read: Event permits in Kenya Read: Corporate event planning in Kenya

FAQ

Is this a quote or a final price?

It is a planning estimate with low and high ranges. Replace those ranges with real supplier prices before you pay deposits.

Does it include tax and service fee?

Yes. You can choose whether tax is included or added, and set a service fee if your venue or caterer charges one.

Can I plan a church wedding budget?

Yes. Pick Church as the venue type to include common church fees and church related checklist items.

Can I share the budget with a client or family?

Yes. Copy a link people can edit, or copy a view only link for review. You can also copy code to place the calculator on another page.

Can I plan a corporate event budget?

Yes. Start with a corporate sample budget, then update guests, venue type, and sections to fit your event.

Do you have an Excel event budget template?

Yes. Download the CSV budget template and open it in Excel or Google Sheets. Use it to track final supplier prices.

What if I only know my total budget?

Use Plan from total budget. The calculator creates a starting split, then you adjust each section with real prices.

Can I print the plan?

Yes. Use Print in the header to save as PDF or print a copy.