Corporate Event Cost Calculator
Planning a corporate event? This comprehensive calculator helps you estimate the total budget for conferences, team building events, product launches, galas, and company parties. Configure venue options, catering styles, entertainment, production needs, and additional services. Perfect for event planners, HR departments, and corporate event venues to provide accurate budget estimates.
Try the Calculator
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export function corporateEventCalculator(form: FormTs) {
form.addRow(row => {
row.addTextPanel('header', {
computedValue: () => 'Corporate Event Cost Calculator',
customStyles: { 'font-size': '1.5rem', 'font-weight': '600', 'color': '#1e293b' }
});
});
form.addSpacer({ height: 20 });
// Event Details Section
const eventSection = form.addSubform('event', { title: '🎯 Event Details' });
eventSection.addRow(row => {
row.addDropdown('eventType', {
label: 'Event Type',
options: [
{ id: 'conference', name: 'Conference/Summit' },
{ id: 'seminar', name: 'Seminar/Workshop' },
{ id: 'teambuilding', name: 'Team Building Event' },
{ id: 'gala', name: 'Gala/Awards Dinner' },
{ id: 'product-launch', name: 'Product Launch' },
{ id: 'networking', name: 'Networking Event' },
{ id: 'holiday', name: 'Holiday Party' },
{ id: 'retreat', name: 'Corporate Retreat' }
],
defaultValue: 'conference',
isRequired: true
}, '1fr');
row.addDropdown('eventScale', {
label: 'Event Scale',
options: [
{ id: 'intimate', name: 'Intimate (10-30 guests)' },
{ id: 'small', name: 'Small (31-75 guests)' },
{ id: 'medium', name: 'Medium (76-150 guests)' },
{ id: 'large', name: 'Large (151-300 guests)' },
{ id: 'major', name: 'Major (300+ guests)' }
],
defaultValue: 'medium',
isRequired: true
}, '1fr');
});
eventSection.addRow(row => {
row.addInteger('guestCount', {
label: 'Expected Guests',
min: 10,
max: 2000,
defaultValue: 100,
isRequired: true
}, '1fr');
row.addInteger('eventDuration', {
label: 'Duration (Hours)',
min: 1,
max: 72,
defaultValue: 8,
tooltip: 'Total event duration including setup and breakdown'
}, '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 Ballroom' },
{ id: 'convention', name: 'Convention Center' },
{ id: 'restaurant', name: 'Private Restaurant' },
{ id: 'outdoor', name: 'Outdoor Venue' },
{ id: 'unique', name: 'Unique Venue (Museum, Rooftop)' },
{ id: 'office', name: 'Office Space (Own/Rented)' },
{ id: 'virtual', name: 'Virtual Event Platform' }
],
defaultValue: 'hotel',
isRequired: true
}, '1fr');
row.addDropdown('venueLocation', {
label: 'Location Tier',
options: [
{ id: 'budget', name: 'Budget Friendly' },
{ id: 'standard', name: 'Standard' },
{ id: 'premium', name: 'Premium' },
{ id: 'luxury', name: 'Luxury/Exclusive' }
],
defaultValue: 'standard'
}, '1fr');
});
venueSection.addRow(row => {
row.addCheckbox('avEquipment', {
label: 'AV Equipment Rental',
defaultValue: true,
tooltip: 'Projectors, screens, microphones, speakers'
}, '1fr');
row.addCheckbox('staging', {
label: 'Stage/Podium Setup',
defaultValue: false
}, '1fr');
});
// Catering Section
const cateringSection = form.addSubform('catering', { title: '🍽️ Catering & Beverages' });
cateringSection.addRow(row => {
row.addRadioButton('cateringStyle', {
label: 'Catering Style',
options: [
{ id: 'none', name: 'No Catering' },
{ id: 'refreshments', name: 'Light Refreshments ($15/person)' },
{ id: 'breakfast', name: 'Breakfast/Brunch ($35/person)' },
{ id: 'lunch', name: 'Lunch Buffet ($45/person)' },
{ id: 'dinner', name: 'Plated Dinner ($75/person)' },
{ id: 'premium', name: 'Premium Multi-Course ($125/person)' }
],
defaultValue: 'lunch',
isRequired: true
});
});
cateringSection.addRow(row => {
row.addDropdown('beverageService', {
label: 'Beverage Service',
options: [
{ id: 'none', name: 'None' },
{ id: 'coffee', name: 'Coffee/Tea Service ($5/person)' },
{ id: 'soft', name: 'Soft Drinks & Coffee ($10/person)' },
{ id: 'hosted-bar', name: 'Hosted Bar ($35/person)' },
{ id: 'premium-bar', name: 'Premium Open Bar ($55/person)' },
{ id: 'cash-bar', name: 'Cash Bar (No cost)' }
],
defaultValue: 'soft'
}, '1fr');
row.addCheckbox('dietaryOptions', {
label: 'Special Dietary Options (+10%)',
defaultValue: true,
tooltip: 'Vegetarian, vegan, gluten-free options'
}, '1fr');
});
// Entertainment Section
const entertainmentSection = form.addSubform('entertainment', { title: '🎭 Entertainment & Activities' });
entertainmentSection.addRow(row => {
row.addCheckbox('keynote', {
label: 'Keynote Speaker ($2,000-$10,000)',
defaultValue: false
}, '1fr');
row.addCheckbox('liveMusic', {
label: 'Live Music/Band ($1,500-$5,000)',
defaultValue: false
}, '1fr');
});
entertainmentSection.addRow(row => {
row.addCheckbox('dj', {
label: 'DJ Services ($500-$1,500)',
defaultValue: false
}, '1fr');
row.addCheckbox('photoBooth', {
label: 'Photo Booth ($800-$1,500)',
defaultValue: false
}, '1fr');
});
entertainmentSection.addRow(row => {
row.addCheckbox('teamActivities', {
label: 'Team Building Activities ($30/person)',
defaultValue: false
}, '1fr');
row.addCheckbox('mcHost', {
label: 'MC/Event Host ($800-$2,000)',
defaultValue: false
}, '1fr');
});
// Production Section
const productionSection = form.addSubform('production', { title: '🎬 Production & Technology' });
productionSection.addRow(row => {
row.addCheckbox('eventApp', {
label: 'Event App/Registration Platform ($500-$2,000)',
defaultValue: false
}, '1fr');
row.addCheckbox('liveStreaming', {
label: 'Live Streaming Setup ($1,500-$5,000)',
defaultValue: false
}, '1fr');
});
productionSection.addRow(row => {
row.addCheckbox('photography', {
label: 'Professional Photography ($1,000-$3,000)',
defaultValue: false
}, '1fr');
row.addCheckbox('videography', {
label: 'Videography/Highlights ($2,000-$5,000)',
defaultValue: false
}, '1fr');
});
// Additional Services Section
const additionalSection = form.addSubform('additional', { title: '✨ Additional Services' });
additionalSection.addRow(row => {
row.addCheckbox('decorations', {
label: 'Event Decorations/Florals ($1,000-$5,000)',
defaultValue: false
}, '1fr');
row.addCheckbox('swag', {
label: 'Branded Swag/Gifts ($25/person)',
defaultValue: false
}, '1fr');
});
additionalSection.addRow(row => {
row.addCheckbox('transportation', {
label: 'Guest Transportation ($500-$3,000)',
defaultValue: false
}, '1fr');
row.addCheckbox('eventPlanner', {
label: 'Professional Event Planner (15% of total)',
defaultValue: false,
tooltip: 'Full-service event planning and coordination'
}, '1fr');
});
additionalSection.addRow(row => {
row.addCheckbox('signage', {
label: 'Custom Signage & Banners ($500-$2,000)',
defaultValue: false
}, '1fr');
row.addCheckbox('security', {
label: 'Security Personnel ($300/guard)',
defaultValue: false
}, '1fr');
});
form.addSpacer({ height: 20, showLine: true, lineStyle: 'dashed' });
// Cost Breakdown Section
const breakdownSection = form.addSubform('breakdown', { title: '📊 Cost Breakdown', isCollapsible: true });
breakdownSection.addRow(row => {
row.addPriceDisplay('venueCost', {
label: 'Venue & Space',
computedValue: () => {
const guests = eventSection.integer('guestCount')?.value() || 100;
const duration = eventSection.integer('eventDuration')?.value() || 8;
const venueType = venueSection.dropdown('venueType')?.value() || 'hotel';
const location = venueSection.dropdown('venueLocation')?.value() || 'standard';
const venueBase: Record<string, number> = {
'hotel': 2000, 'convention': 3000, 'restaurant': 1500,
'outdoor': 1800, 'unique': 4000, 'office': 500, 'virtual': 300
};
const locationMultiplier: Record<string, number> = {
'budget': 0.6, 'standard': 1, 'premium': 1.8, 'luxury': 3
};
let cost = (venueBase[venueType] || 2000) * (locationMultiplier[location] || 1);
cost += guests * 10;
cost += (duration > 4 ? (duration - 4) * 200 : 0);
if (venueSection.checkbox('avEquipment')?.value()) cost += 800 + guests * 5;
if (venueSection.checkbox('staging')?.value()) cost += 1500;
return Math.round(cost);
},
variant: 'default'
}, '1fr');
row.addPriceDisplay('cateringCost', {
label: 'Catering & Beverages',
computedValue: () => {
const guests = eventSection.integer('guestCount')?.value() || 100;
const catering = cateringSection.radioButton('cateringStyle')?.value() || 'lunch';
const beverages = cateringSection.dropdown('beverageService')?.value() || 'soft';
const dietary = cateringSection.checkbox('dietaryOptions')?.value() || false;
const cateringPrices: Record<string, number> = {
'none': 0, 'refreshments': 15, 'breakfast': 35, 'lunch': 45, 'dinner': 75, 'premium': 125
};
const beveragePrices: Record<string, number> = {
'none': 0, 'coffee': 5, 'soft': 10, 'hosted-bar': 35, 'premium-bar': 55, 'cash-bar': 0
};
let cost = guests * (cateringPrices[catering] || 0);
cost += guests * (beveragePrices[beverages] || 0);
if (dietary && cost > 0) cost *= 1.1;
return Math.round(cost);
},
variant: 'default'
}, '1fr');
});
breakdownSection.addRow(row => {
row.addPriceDisplay('entertainmentCost', {
label: 'Entertainment',
computedValue: () => {
const guests = eventSection.integer('guestCount')?.value() || 100;
let cost = 0;
if (entertainmentSection.checkbox('keynote')?.value()) cost += 5000;
if (entertainmentSection.checkbox('liveMusic')?.value()) cost += 3000;
if (entertainmentSection.checkbox('dj')?.value()) cost += 1000;
if (entertainmentSection.checkbox('photoBooth')?.value()) cost += 1200;
if (entertainmentSection.checkbox('teamActivities')?.value()) cost += guests * 30;
if (entertainmentSection.checkbox('mcHost')?.value()) cost += 1500;
return Math.round(cost);
},
variant: 'default'
}, '1fr');
row.addPriceDisplay('productionCost', {
label: 'Production & Tech',
computedValue: () => {
let cost = 0;
if (productionSection.checkbox('eventApp')?.value()) cost += 1200;
if (productionSection.checkbox('liveStreaming')?.value()) cost += 3000;
if (productionSection.checkbox('photography')?.value()) cost += 2000;
if (productionSection.checkbox('videography')?.value()) cost += 3500;
return Math.round(cost);
},
variant: 'default'
}, '1fr');
});
// Summary Section
const summarySection = form.addSubform('summary', {
title: '💰 Total Event Budget',
isCollapsible: false,
sticky: 'bottom'
});
summarySection.addRow(row => {
row.addPriceDisplay('totalCost', {
label: 'Estimated Total',
computedValue: () => {
const guests = eventSection.integer('guestCount')?.value() || 100;
const duration = eventSection.integer('eventDuration')?.value() || 8;
const venueType = venueSection.dropdown('venueType')?.value() || 'hotel';
const location = venueSection.dropdown('venueLocation')?.value() || 'standard';
const catering = cateringSection.radioButton('cateringStyle')?.value() || 'lunch';
const beverages = cateringSection.dropdown('beverageService')?.value() || 'soft';
const venueBase: Record<string, number> = {
'hotel': 2000, 'convention': 3000, 'restaurant': 1500,
'outdoor': 1800, 'unique': 4000, 'office': 500, 'virtual': 300
};
const locationMultiplier: Record<string, number> = { 'budget': 0.6, 'standard': 1, 'premium': 1.8, 'luxury': 3 };
const cateringPrices: Record<string, number> = { 'none': 0, 'refreshments': 15, 'breakfast': 35, 'lunch': 45, 'dinner': 75, 'premium': 125 };
const beveragePrices: Record<string, number> = { 'none': 0, 'coffee': 5, 'soft': 10, 'hosted-bar': 35, 'premium-bar': 55, 'cash-bar': 0 };
let venueCost = (venueBase[venueType] || 2000) * (locationMultiplier[location] || 1);
venueCost += guests * 10 + (duration > 4 ? (duration - 4) * 200 : 0);
if (venueSection.checkbox('avEquipment')?.value()) venueCost += 800 + guests * 5;
if (venueSection.checkbox('staging')?.value()) venueCost += 1500;
let cateringCost = guests * (cateringPrices[catering] || 0) + guests * (beveragePrices[beverages] || 0);
if (cateringSection.checkbox('dietaryOptions')?.value() && cateringCost > 0) cateringCost *= 1.1;
let entertainmentCost = 0;
if (entertainmentSection.checkbox('keynote')?.value()) entertainmentCost += 5000;
if (entertainmentSection.checkbox('liveMusic')?.value()) entertainmentCost += 3000;
if (entertainmentSection.checkbox('dj')?.value()) entertainmentCost += 1000;
if (entertainmentSection.checkbox('photoBooth')?.value()) entertainmentCost += 1200;
if (entertainmentSection.checkbox('teamActivities')?.value()) entertainmentCost += guests * 30;
if (entertainmentSection.checkbox('mcHost')?.value()) entertainmentCost += 1500;
let productionCost = 0;
if (productionSection.checkbox('eventApp')?.value()) productionCost += 1200;
if (productionSection.checkbox('liveStreaming')?.value()) productionCost += 3000;
if (productionSection.checkbox('photography')?.value()) productionCost += 2000;
if (productionSection.checkbox('videography')?.value()) productionCost += 3500;
let additionalCost = 0;
if (additionalSection.checkbox('decorations')?.value()) additionalCost += 2500;
if (additionalSection.checkbox('swag')?.value()) additionalCost += guests * 25;
if (additionalSection.checkbox('transportation')?.value()) additionalCost += 1500;
if (additionalSection.checkbox('signage')?.value()) additionalCost += 1200;
if (additionalSection.checkbox('security')?.value()) additionalCost += Math.ceil(guests / 100) * 300;
let total = venueCost + cateringCost + entertainmentCost + productionCost + additionalCost;
if (additionalSection.checkbox('eventPlanner')?.value()) total *= 1.15;
return Math.round(total);
},
variant: 'large'
}, '1fr');
row.addTextPanel('perPerson', {
label: 'Per Person',
computedValue: () => {
const guests = eventSection.integer('guestCount')?.value() || 100;
const duration = eventSection.integer('eventDuration')?.value() || 8;
const venueType = venueSection.dropdown('venueType')?.value() || 'hotel';
const location = venueSection.dropdown('venueLocation')?.value() || 'standard';
const catering = cateringSection.radioButton('cateringStyle')?.value() || 'lunch';
const beverages = cateringSection.dropdown('beverageService')?.value() || 'soft';
const venueBase: Record<string, number> = {
'hotel': 2000, 'convention': 3000, 'restaurant': 1500,
'outdoor': 1800, 'unique': 4000, 'office': 500, 'virtual': 300
};
const locationMultiplier: Record<string, number> = { 'budget': 0.6, 'standard': 1, 'premium': 1.8, 'luxury': 3 };
const cateringPrices: Record<string, number> = { 'none': 0, 'refreshments': 15, 'breakfast': 35, 'lunch': 45, 'dinner': 75, 'premium': 125 };
const beveragePrices: Record<string, number> = { 'none': 0, 'coffee': 5, 'soft': 10, 'hosted-bar': 35, 'premium-bar': 55, 'cash-bar': 0 };
let venueCost = (venueBase[venueType] || 2000) * (locationMultiplier[location] || 1);
venueCost += guests * 10 + (duration > 4 ? (duration - 4) * 200 : 0);
if (venueSection.checkbox('avEquipment')?.value()) venueCost += 800 + guests * 5;
if (venueSection.checkbox('staging')?.value()) venueCost += 1500;
let cateringCost = guests * (cateringPrices[catering] || 0) + guests * (beveragePrices[beverages] || 0);
if (cateringSection.checkbox('dietaryOptions')?.value() && cateringCost > 0) cateringCost *= 1.1;
let entertainmentCost = 0;
if (entertainmentSection.checkbox('keynote')?.value()) entertainmentCost += 5000;
if (entertainmentSection.checkbox('liveMusic')?.value()) entertainmentCost += 3000;
if (entertainmentSection.checkbox('dj')?.value()) entertainmentCost += 1000;
if (entertainmentSection.checkbox('photoBooth')?.value()) entertainmentCost += 1200;
if (entertainmentSection.checkbox('teamActivities')?.value()) entertainmentCost += guests * 30;
if (entertainmentSection.checkbox('mcHost')?.value()) entertainmentCost += 1500;
let productionCost = 0;
if (productionSection.checkbox('eventApp')?.value()) productionCost += 1200;
if (productionSection.checkbox('liveStreaming')?.value()) productionCost += 3000;
if (productionSection.checkbox('photography')?.value()) productionCost += 2000;
if (productionSection.checkbox('videography')?.value()) productionCost += 3500;
let additionalCost = 0;
if (additionalSection.checkbox('decorations')?.value()) additionalCost += 2500;
if (additionalSection.checkbox('swag')?.value()) additionalCost += guests * 25;
if (additionalSection.checkbox('transportation')?.value()) additionalCost += 1500;
if (additionalSection.checkbox('signage')?.value()) additionalCost += 1200;
if (additionalSection.checkbox('security')?.value()) additionalCost += Math.ceil(guests / 100) * 300;
let total = venueCost + cateringCost + entertainmentCost + productionCost + additionalCost;
if (additionalSection.checkbox('eventPlanner')?.value()) total *= 1.15;
return `$${Math.round(total / guests).toLocaleString()}`;
},
customStyles: { 'font-size': '1.5rem', 'font-weight': '600', 'text-align': 'center', 'color': '#059669' }
}, '1fr');
});
summarySection.addRow(row => {
row.addTextPanel('eventSummary', {
computedValue: () => {
const eventType = eventSection.dropdown('eventType')?.value() || 'conference';
const guests = eventSection.integer('guestCount')?.value() || 100;
const duration = eventSection.integer('eventDuration')?.value() || 8;
const eventNames: Record<string, string> = {
'conference': 'Conference', 'seminar': 'Seminar', 'teambuilding': 'Team Building',
'gala': 'Gala Dinner', 'product-launch': 'Product Launch', 'networking': 'Networking Event',
'holiday': 'Holiday Party', 'retreat': 'Corporate Retreat'
};
return `${eventNames[eventType] || 'Event'} for ${guests} guests, ${duration} hours`;
},
customStyles: { 'font-size': '0.95rem', 'text-align': 'center', 'color': '#475569' }
});
});
summarySection.addRow(row => {
row.addTextPanel('disclaimer', {
computedValue: () => 'Estimates based on average market rates. Actual costs vary by location, date, and vendor selection.',
customStyles: { 'font-size': '0.8rem', 'color': '#94a3b8', 'text-align': 'center' }
});
});
form.configureSubmitButton({
label: 'Request Detailed Quote'
});
}
Frequently Asked Questions
What's included in the venue cost?
Venue cost includes space rental, basic setup, and standard furniture. AV equipment, staging, and special requirements are additional. Costs vary significantly by location and venue type.
Should I hire an event planner?
For large or complex events, a professional planner (typically 15% of budget) can save money through vendor relationships, prevent costly mistakes, and reduce stress. For smaller events, you may manage in-house.
How much should I budget for catering?
Catering typically accounts for 40-50% of corporate event budgets. Costs range from $15/person for light refreshments to $125+/person for premium plated dinners.
When should I book my venue?
For large events, book 6-12 months in advance. For smaller meetings, 2-3 months is typically sufficient. Popular dates (holidays, convention seasons) require earlier booking.
What's often forgotten in event budgets?
Commonly overlooked costs include: gratuities (15-20%), taxes, overtime fees, parking/transportation, signage, last-minute changes, and contingency (10-15% buffer recommended).