Conference Planning Calculator
Plan your conference budget with this comprehensive calculator. Whether you're organizing a small seminar or a major industry trade show, get instant estimates for all aspects including venue rental, catering, AV equipment, speaker fees, marketing materials, and staffing. Perfect for event planners, corporate teams, and conference organizers.
Try the Calculator
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export function conferencePlanningCalculator(form: FormTs) {
form.addRow(row => {
row.addTextPanel('header', {
computedValue: () => 'Conference Planning Calculator',
customStyles: { 'font-size': '1.5rem', 'font-weight': '600', 'color': '#1e293b' }
});
});
form.addSpacer({ height: 20 });
// Event Basics Section
const basicsSection = form.addSubform('basics', { title: '📋 Event Basics' });
basicsSection.addRow(row => {
row.addDropdown('conferenceType', {
label: 'Conference Type',
options: [
{ id: 'corporate', name: 'Corporate Conference' },
{ id: 'industry', name: 'Industry Trade Show' },
{ id: 'academic', name: 'Academic/Research Conference' },
{ id: 'training', name: 'Training/Workshop' },
{ id: 'seminar', name: 'Seminar/Symposium' },
{ id: 'product-launch', name: 'Product Launch Event' },
{ id: 'networking', name: 'Networking Event' }
],
defaultValue: 'corporate',
isRequired: true
}, '1fr');
row.addDropdown('eventScale', {
label: 'Event Scale',
options: [
{ id: 'small', name: 'Small (25-50 attendees)' },
{ id: 'medium', name: 'Medium (50-150 attendees)' },
{ id: 'large', name: 'Large (150-500 attendees)' },
{ id: 'major', name: 'Major (500-1000 attendees)' },
{ id: 'mega', name: 'Mega (1000+ attendees)' }
],
defaultValue: 'medium',
isRequired: true
}, '1fr');
});
basicsSection.addRow(row => {
row.addInteger('attendees', {
label: 'Expected Attendees',
min: 10,
max: 10000,
defaultValue: 100,
isRequired: true
}, '1fr');
row.addInteger('days', {
label: 'Number of Days',
min: 1,
max: 7,
defaultValue: 1
}, '1fr');
});
// Venue Section
const venueSection = form.addSubform('venue', { title: '🏛️ Venue & Space' });
venueSection.addRow(row => {
row.addDropdown('venueType', {
label: 'Venue Type',
options: [
{ id: 'hotel', name: 'Hotel Conference Center' },
{ id: 'convention', name: 'Convention Center' },
{ id: 'corporate', name: 'Corporate Office Space' },
{ id: 'university', name: 'University/Academic' },
{ id: 'unique', name: 'Unique Venue (museum, etc.)' },
{ id: 'virtual', name: 'Virtual Only' },
{ id: 'hybrid', name: 'Hybrid (In-person + Virtual)' }
],
defaultValue: 'hotel',
isRequired: true
}, '1fr');
row.addDropdown('location', {
label: 'Location Type',
options: [
{ id: 'local', name: 'Local/Regional' },
{ id: 'major-city', name: 'Major City' },
{ id: 'destination', name: 'Destination/Resort' },
{ id: 'international', name: 'International' }
],
defaultValue: 'major-city',
isVisible: () => venueSection.dropdown('venueType')?.value() !== 'virtual'
}, '1fr');
});
venueSection.addRow(row => {
row.addInteger('breakoutRooms', {
label: 'Breakout Rooms Needed',
min: 0,
max: 20,
defaultValue: 2,
isVisible: () => venueSection.dropdown('venueType')?.value() !== 'virtual'
}, '1fr');
row.addCheckbox('exhibitSpace', {
label: 'Exhibition/Vendor Space',
defaultValue: false,
isVisible: () => venueSection.dropdown('venueType')?.value() !== 'virtual'
}, '1fr');
});
venueSection.addRow(row => {
row.addInteger('exhibitors', {
label: 'Number of Exhibitor Booths',
min: 1,
max: 200,
defaultValue: 10,
isVisible: () => venueSection.checkbox('exhibitSpace')?.value() === true
}, '1fr');
});
// Catering Section
const cateringSection = form.addSubform('catering', { title: '🍽️ Food & Beverage' });
cateringSection.addRow(row => {
row.addDropdown('cateringLevel', {
label: 'Catering Level',
options: [
{ id: 'none', name: 'No Catering' },
{ id: 'basic', name: 'Basic (Coffee/Snacks)' },
{ id: 'standard', name: 'Standard (Buffet Meals)' },
{ id: 'premium', name: 'Premium (Plated Service)' },
{ id: 'luxury', name: 'Luxury (Full Service)' }
],
defaultValue: 'standard'
}, '1fr');
row.addInteger('mealsPerDay', {
label: 'Meals per Day',
min: 0,
max: 3,
defaultValue: 2,
isVisible: () => !['none', 'basic'].includes(cateringSection.dropdown('cateringLevel')?.value() || '')
}, '1fr');
});
cateringSection.addRow(row => {
row.addCheckbox('welcomeReception', {
label: 'Welcome Reception',
defaultValue: false
}, '1fr');
row.addCheckbox('galaDinner', {
label: 'Gala/Awards Dinner',
defaultValue: false
}, '1fr');
});
cateringSection.addRow(row => {
row.addCheckbox('openBar', {
label: 'Open Bar at Events',
defaultValue: false
}, '1fr');
row.addCheckbox('dietaryOptions', {
label: 'Special Dietary Options',
defaultValue: true
}, '1fr');
});
// AV & Technology Section
const techSection = form.addSubform('tech', { title: '🎬 AV & Technology' });
techSection.addRow(row => {
row.addDropdown('avPackage', {
label: 'AV Package',
options: [
{ id: 'basic', name: 'Basic (Screen/Projector)' },
{ id: 'standard', name: 'Standard (Full AV setup)' },
{ id: 'professional', name: 'Professional (Multi-screen, staging)' },
{ id: 'broadcast', name: 'Broadcast Quality' }
],
defaultValue: 'standard'
}, '1fr');
row.addCheckbox('livestreaming', {
label: 'Livestreaming',
defaultValue: false
}, '1fr');
});
techSection.addRow(row => {
row.addCheckbox('eventApp', {
label: 'Conference App',
defaultValue: false
}, '1fr');
row.addCheckbox('registrationSystem', {
label: 'Online Registration System',
defaultValue: true
}, '1fr');
});
techSection.addRow(row => {
row.addCheckbox('simultTranslation', {
label: 'Simultaneous Translation',
defaultValue: false
}, '1fr');
row.addCheckbox('recordingSessions', {
label: 'Session Recording',
defaultValue: false
}, '1fr');
});
// Speakers & Content Section
const speakersSection = form.addSubform('speakers', { title: '🎤 Speakers & Content' });
speakersSection.addRow(row => {
row.addInteger('keynoteSpeakers', {
label: 'Keynote Speakers',
min: 0,
max: 10,
defaultValue: 1
}, '1fr');
row.addDropdown('speakerLevel', {
label: 'Speaker Caliber',
options: [
{ id: 'internal', name: 'Internal/Industry Peers' },
{ id: 'expert', name: 'Industry Experts' },
{ id: 'celebrity', name: 'Celebrity/Famous Speakers' },
{ id: 'thought-leader', name: 'Thought Leaders' }
],
defaultValue: 'expert'
}, '1fr');
});
speakersSection.addRow(row => {
row.addInteger('sessions', {
label: 'Breakout Sessions',
min: 0,
max: 50,
defaultValue: 6
}, '1fr');
row.addInteger('workshops', {
label: 'Hands-on Workshops',
min: 0,
max: 20,
defaultValue: 2
}, '1fr');
});
// Marketing & Materials Section
const marketingSection = form.addSubform('marketing', { title: '📢 Marketing & Materials' });
marketingSection.addRow(row => {
row.addCheckbox('printedMaterials', {
label: 'Printed Programs/Materials',
defaultValue: true
}, '1fr');
row.addCheckbox('nameBadges', {
label: 'Custom Name Badges',
defaultValue: true
}, '1fr');
});
marketingSection.addRow(row => {
row.addCheckbox('swagBags', {
label: 'Attendee Swag Bags',
defaultValue: false
}, '1fr');
row.addCheckbox('signage', {
label: 'Event Signage & Banners',
defaultValue: true
}, '1fr');
});
marketingSection.addRow(row => {
row.addCheckbox('photographer', {
label: 'Professional Photography',
defaultValue: false
}, '1fr');
row.addCheckbox('videographer', {
label: 'Professional Videography',
defaultValue: false
}, '1fr');
});
// Staffing Section
const staffingSection = form.addSubform('staffing', { title: '👥 Staffing & Services' });
staffingSection.addRow(row => {
row.addDropdown('staffingLevel', {
label: 'Event Staff',
options: [
{ id: 'minimal', name: 'Minimal (self-service)' },
{ id: 'standard', name: 'Standard (registration + support)' },
{ id: 'full', name: 'Full Service (dedicated team)' },
{ id: 'premium', name: 'Premium (white-glove service)' }
],
defaultValue: 'standard'
}, '1fr');
row.addCheckbox('eventPlanner', {
label: 'Professional Event Planner',
defaultValue: false
}, '1fr');
});
staffingSection.addRow(row => {
row.addCheckbox('security', {
label: 'Security Personnel',
defaultValue: false
}, '1fr');
row.addCheckbox('transportation', {
label: 'Shuttle/Transportation',
defaultValue: false
}, '1fr');
});
form.addSpacer({ height: 20, showLine: true, lineStyle: 'dashed' });
// Budget Breakdown Section
const budgetSection = form.addSubform('budget', { title: '💰 Budget Breakdown', isCollapsible: false });
const calculateBudget = () => {
const attendees = basicsSection.integer('attendees')?.value() || 100;
const days = basicsSection.integer('days')?.value() || 1;
const eventScale = basicsSection.dropdown('eventScale')?.value() || 'medium';
const venueType = venueSection.dropdown('venueType')?.value() || 'hotel';
const location = venueSection.dropdown('location')?.value() || 'major-city';
const breakoutRooms = venueSection.integer('breakoutRooms')?.value() || 2;
const cateringLevel = cateringSection.dropdown('cateringLevel')?.value() || 'standard';
const mealsPerDay = cateringSection.integer('mealsPerDay')?.value() || 2;
const avPackage = techSection.dropdown('avPackage')?.value() || 'standard';
const keynoteSpeakers = speakersSection.integer('keynoteSpeakers')?.value() || 1;
const speakerLevel = speakersSection.dropdown('speakerLevel')?.value() || 'expert';
const staffingLevel = staffingSection.dropdown('staffingLevel')?.value() || 'standard';
// Venue costs
let venueCostPerDay = 0;
if (venueType !== 'virtual') {
const venueBase: Record<string, number> = {
'hotel': 3000,
'convention': 5000,
'corporate': 1500,
'university': 2000,
'unique': 6000
};
venueCostPerDay = venueBase[venueType] || 3000;
// Location multiplier
const locationMult: Record<string, number> = {
'local': 0.8,
'major-city': 1.0,
'destination': 1.5,
'international': 2.0
};
venueCostPerDay *= locationMult[location] || 1.0;
// Scale multiplier
const scaleMult: Record<string, number> = {
'small': 0.5,
'medium': 1.0,
'large': 2.0,
'major': 3.5,
'mega': 6.0
};
venueCostPerDay *= scaleMult[eventScale] || 1.0;
// Breakout rooms
venueCostPerDay += breakoutRooms * 500;
}
// Virtual/hybrid costs
let virtualCost = 0;
if (venueType === 'virtual' || venueType === 'hybrid') {
virtualCost = 2000 + (attendees * 5);
}
// Exhibition space
let exhibitCost = 0;
if (venueSection.checkbox('exhibitSpace')?.value()) {
const exhibitors = venueSection.integer('exhibitors')?.value() || 10;
exhibitCost = exhibitors * 500 * days;
}
// Catering costs
let cateringCost = 0;
const cateringRates: Record<string, number> = {
'none': 0,
'basic': 15,
'standard': 50,
'premium': 85,
'luxury': 150
};
cateringCost = (cateringRates[cateringLevel] ?? 0) * attendees * days;
if (cateringLevel !== 'none' && cateringLevel !== 'basic') {
cateringCost = (cateringRates[cateringLevel] ?? 0) * attendees * mealsPerDay * days;
}
// Special events
if (cateringSection.checkbox('welcomeReception')?.value()) {
cateringCost += attendees * 40;
}
if (cateringSection.checkbox('galaDinner')?.value()) {
cateringCost += attendees * 100;
}
if (cateringSection.checkbox('openBar')?.value()) {
cateringCost += attendees * 30 * days;
}
// AV & Tech costs
let techCost = 0;
const avRates: Record<string, number> = {
'basic': 1500,
'standard': 4000,
'professional': 10000,
'broadcast': 25000
};
techCost = (avRates[avPackage] ?? 0) * days;
if (techSection.checkbox('livestreaming')?.value()) techCost += 3000 * days;
if (techSection.checkbox('eventApp')?.value()) techCost += 5000;
if (techSection.checkbox('registrationSystem')?.value()) techCost += 1000;
if (techSection.checkbox('simultTranslation')?.value()) techCost += 5000 * days;
if (techSection.checkbox('recordingSessions')?.value()) techCost += 2000 * days;
// Speaker costs
let speakerCost = 0;
const speakerFees: Record<string, number> = {
'internal': 500,
'expert': 5000,
'celebrity': 25000,
'thought-leader': 15000
};
speakerCost = keynoteSpeakers * (speakerFees[speakerLevel] ?? 0);
speakerCost += (speakersSection.integer('sessions')?.value() || 0) * 300;
speakerCost += (speakersSection.integer('workshops')?.value() || 0) * 500;
// Marketing & Materials
let marketingCost = 0;
if (marketingSection.checkbox('printedMaterials')?.value()) marketingCost += attendees * 5;
if (marketingSection.checkbox('nameBadges')?.value()) marketingCost += attendees * 3;
if (marketingSection.checkbox('swagBags')?.value()) marketingCost += attendees * 25;
if (marketingSection.checkbox('signage')?.value()) marketingCost += 2000;
if (marketingSection.checkbox('photographer')?.value()) marketingCost += 1500 * days;
if (marketingSection.checkbox('videographer')?.value()) marketingCost += 3000 * days;
// Staffing costs
let staffingCost = 0;
const staffRates: Record<string, number> = {
'minimal': 500,
'standard': 2000,
'full': 5000,
'premium': 10000
};
staffingCost = (staffRates[staffingLevel] ?? 0) * days;
if (staffingSection.checkbox('eventPlanner')?.value()) staffingCost += 5000;
if (staffingSection.checkbox('security')?.value()) staffingCost += 500 * days;
if (staffingSection.checkbox('transportation')?.value()) staffingCost += attendees * 20;
const venueTotalCost = (venueCostPerDay * days) + virtualCost + exhibitCost;
const totalCost = venueTotalCost + cateringCost + techCost + speakerCost + marketingCost + staffingCost;
const perAttendeeCost = totalCost / attendees;
return {
venue: Math.round(venueTotalCost),
catering: Math.round(cateringCost),
tech: Math.round(techCost),
speakers: Math.round(speakerCost),
marketing: Math.round(marketingCost),
staffing: Math.round(staffingCost),
total: Math.round(totalCost),
perAttendee: Math.round(perAttendeeCost),
attendees,
days
};
};
budgetSection.addRow(row => {
row.addPriceDisplay('venue', {
label: 'Venue & Space',
computedValue: () => calculateBudget().venue,
variant: 'default'
}, '1fr');
row.addPriceDisplay('catering', {
label: 'Food & Beverage',
computedValue: () => calculateBudget().catering,
variant: 'default'
}, '1fr');
});
budgetSection.addRow(row => {
row.addPriceDisplay('tech', {
label: 'AV & Technology',
computedValue: () => calculateBudget().tech,
variant: 'default'
}, '1fr');
row.addPriceDisplay('speakers', {
label: 'Speakers & Content',
computedValue: () => calculateBudget().speakers,
variant: 'default'
}, '1fr');
});
budgetSection.addRow(row => {
row.addPriceDisplay('marketing', {
label: 'Marketing & Materials',
computedValue: () => calculateBudget().marketing,
variant: 'default'
}, '1fr');
row.addPriceDisplay('staffing', {
label: 'Staffing & Services',
computedValue: () => calculateBudget().staffing,
variant: 'default'
}, '1fr');
});
// Summary Section
const summarySection = form.addSubform('summary', {
title: '📊 Total Budget',
isCollapsible: false,
sticky: 'bottom'
});
summarySection.addRow(row => {
row.addPriceDisplay('total', {
label: () => `Total (${calculateBudget().days} day${calculateBudget().days > 1 ? 's' : ''}, ${calculateBudget().attendees} attendees)`,
computedValue: () => calculateBudget().total,
variant: 'large'
}, '1fr');
row.addPriceDisplay('perAttendee', {
label: 'Cost per Attendee',
computedValue: () => calculateBudget().perAttendee,
variant: 'success'
}, '1fr');
});
summarySection.addRow(row => {
row.addTextPanel('note', {
computedValue: () => 'Budget estimate. Actual costs vary by location, vendors, and specific requirements.',
customStyles: { 'font-size': '0.85rem', 'color': '#64748b', 'text-align': 'center' }
});
});
form.configureSubmitButton({
label: 'Get Detailed Quote'
});
}
Frequently Asked Questions
How much does a corporate conference cost?
Corporate conferences typically cost $100-500 per attendee for small events, $200-800 for medium events, and $500-1500+ for large premium events. Total budgets range from $10,000 to millions depending on scale.
What's the biggest expense for conferences?
Venue and catering typically account for 50-70% of conference budgets. For speaker-focused events, keynote speakers can be a major cost. Technology costs are increasing for hybrid events.
How far in advance should I plan a conference?
Small conferences need 3-6 months lead time. Medium conferences need 6-12 months. Large conferences and trade shows often require 12-18 months of planning.
Should I hire an event planner?
For events over 100 attendees or multi-day conferences, a professional event planner often saves money through vendor relationships and prevents costly mistakes.
Can event planning companies customize this calculator?
Yes! Event planners and venues can customize services, pricing, and options to match their offerings and embed it on their website for client quotes.