Venue Rental Cost Calculator
Plan your event budget with this comprehensive venue rental calculator. Compare costs across venue types from banquet halls to outdoor gardens, factor in guest count, rental duration, and seasonal pricing. Add amenities like AV equipment, lighting, and coordinator services to get a complete estimate. Perfect for event planners, couples planning weddings, and businesses organizing corporate gatherings.
Try the Calculator
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export function venueRentalCalculator(form: FormTs) {
// Pricing data
const venueTypeBasePrices: Record<string, number> = {
'banquet-hall': 2000,
'hotel-ballroom': 3500,
'restaurant-private': 1500,
'rooftop': 2500,
'garden-outdoor': 1800,
'barn-rustic': 2200,
'museum-gallery': 4000,
'vineyard-winery': 3000,
'beach-waterfront': 3500,
'country-club': 4500,
'conference-center': 1200,
'loft-industrial': 2000
};
const capacityMultipliers: Record<string, number> = {
'small': 0.6, // up to 50
'medium': 1, // 51-100
'large': 1.5, // 101-200
'xlarge': 2.2, // 201-300
'grand': 3 // 300+
};
form.addRow(row => {
row.addTextPanel('header', {
computedValue: () => 'Venue Rental 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: 'wedding', name: 'Wedding Reception' },
{ id: 'corporate', name: 'Corporate Event/Meeting' },
{ id: 'birthday', name: 'Birthday/Anniversary Party' },
{ id: 'gala', name: 'Gala/Fundraiser' },
{ id: 'conference', name: 'Conference/Seminar' },
{ id: 'cocktail', name: 'Cocktail Party' },
{ id: 'holiday', name: 'Holiday Party' },
{ id: 'graduation', name: 'Graduation Party' },
{ id: 'baby-shower', name: 'Baby/Bridal Shower' },
{ id: 'reunion', name: 'Family/Class Reunion' }
],
defaultValue: 'wedding',
isRequired: true
}, '1fr');
row.addInteger('guestCount', {
label: 'Expected Guests',
min: 10,
max: 1000,
defaultValue: 100,
isRequired: true
}, '1fr');
});
eventSection.addRow(row => {
row.addDropdown('dayOfWeek', {
label: 'Day of Event',
options: [
{ id: 'weekday', name: 'Monday - Thursday' },
{ id: 'friday', name: 'Friday' },
{ id: 'saturday', name: 'Saturday (Peak)' },
{ id: 'sunday', name: 'Sunday' }
],
defaultValue: 'saturday',
isRequired: true
}, '1fr');
row.addDropdown('season', {
label: 'Season',
options: [
{ id: 'off-peak', name: 'Off-Peak (Jan-Mar, Nov)' },
{ id: 'shoulder', name: 'Shoulder (Apr, Oct, Dec)' },
{ id: 'peak', name: 'Peak Season (May-Sep)' }
],
defaultValue: 'peak'
}, '1fr');
});
// Venue Type Section
const venueSection = form.addSubform('venue', { title: '🏛️ Venue Selection' });
venueSection.addRow(row => {
row.addDropdown('venueType', {
label: 'Venue Type',
options: [
{ id: 'banquet-hall', name: 'Banquet Hall ($2,000 base)' },
{ id: 'hotel-ballroom', name: 'Hotel Ballroom ($3,500 base)' },
{ id: 'restaurant-private', name: 'Restaurant Private Room ($1,500 base)' },
{ id: 'rooftop', name: 'Rooftop Venue ($2,500 base)' },
{ id: 'garden-outdoor', name: 'Garden/Outdoor ($1,800 base)' },
{ id: 'barn-rustic', name: 'Barn/Rustic Venue ($2,200 base)' },
{ id: 'museum-gallery', name: 'Museum/Art Gallery ($4,000 base)' },
{ id: 'vineyard-winery', name: 'Vineyard/Winery ($3,000 base)' },
{ id: 'beach-waterfront', name: 'Beach/Waterfront ($3,500 base)' },
{ id: 'country-club', name: 'Country Club ($4,500 base)' },
{ id: 'conference-center', name: 'Conference Center ($1,200 base)' },
{ id: 'loft-industrial', name: 'Loft/Industrial Space ($2,000 base)' }
],
defaultValue: 'banquet-hall',
isRequired: true
}, '1fr');
row.addDropdown('venueQuality', {
label: 'Venue Tier',
options: [
{ id: 'budget', name: 'Budget-Friendly' },
{ id: 'standard', name: 'Standard' },
{ id: 'upscale', name: 'Upscale' },
{ id: 'luxury', name: 'Luxury/Premium' }
],
defaultValue: 'standard'
}, '1fr');
});
venueSection.addRow(row => {
row.addDropdown('rentalDuration', {
label: 'Rental Duration',
options: [
{ id: '4hr', name: '4 hours' },
{ id: '6hr', name: '6 hours' },
{ id: '8hr', name: '8 hours (Full day)' },
{ id: '10hr', name: '10 hours' },
{ id: '12hr', name: '12 hours (Extended)' },
{ id: 'overnight', name: 'Overnight/Multi-day' }
],
defaultValue: '6hr',
isRequired: true
}, '1fr');
row.addCheckbox('ceremonySpace', {
label: 'Separate Ceremony Space',
defaultValue: false,
tooltip: '+$500-1,500 for dedicated ceremony area'
}, '1fr');
});
// Venue Amenities Section
const amenitiesSection = form.addSubform('amenities', { title: '✨ Venue Amenities' });
amenitiesSection.addRow(row => {
row.addCheckbox('tablesChairs', {
label: 'Tables & Chairs Included',
defaultValue: true,
tooltip: 'If not included, external rental adds $500-1,500'
}, '1fr');
row.addCheckbox('linens', {
label: 'Linens & Tableware',
defaultValue: false,
tooltip: '+$400 for quality linens and place settings'
}, '1fr');
});
amenitiesSection.addRow(row => {
row.addCheckbox('danceFloor', {
label: 'Dance Floor',
defaultValue: true,
tooltip: '+$300 if not included'
}, '1fr');
row.addCheckbox('stage', {
label: 'Stage/Platform',
defaultValue: false,
tooltip: '+$400 for raised stage area'
}, '1fr');
});
amenitiesSection.addRow(row => {
row.addCheckbox('parkingIncluded', {
label: 'Parking Included',
defaultValue: true,
tooltip: 'Valet service adds $500+'
}, '1fr');
row.addCheckbox('valetService', {
label: 'Valet Parking',
defaultValue: false,
tooltip: '+$500 for professional valet service'
}, '1fr');
});
// AV & Equipment Section
const equipmentSection = form.addSubform('equipment', { title: '🎤 Audio/Visual & Equipment' });
equipmentSection.addRow(row => {
row.addDropdown('avPackage', {
label: 'AV Package',
options: [
{ id: 'none', name: 'None (bring your own)' },
{ id: 'basic', name: 'Basic (mic, speakers) - $300' },
{ id: 'standard', name: 'Standard (projector, screen, mic) - $600' },
{ id: 'professional', name: 'Professional (full AV setup) - $1,200' },
{ id: 'premium', name: 'Premium (lighting, video walls) - $2,500' }
],
defaultValue: 'basic'
}, '1fr');
row.addDropdown('lighting', {
label: 'Event Lighting',
options: [
{ id: 'standard', name: 'Standard Venue Lighting' },
{ id: 'uplighting', name: 'Uplighting Package (+$400)' },
{ id: 'custom', name: 'Custom Lighting Design (+$800)' },
{ id: 'premium', name: 'Premium + Gobo Projection (+$1,200)' }
],
defaultValue: 'standard'
}, '1fr');
});
equipmentSection.addRow(row => {
row.addCheckbox('photoBooth', {
label: 'Photo Booth Area',
defaultValue: false,
tooltip: '+$200 for dedicated photo booth space'
}, '1fr');
row.addCheckbox('outdoorHeating', {
label: 'Outdoor Heaters/Fans',
defaultValue: false,
tooltip: '+$300 for climate control equipment'
}, '1fr');
});
// Catering & Bar Section
const cateringSection = form.addSubform('catering', { title: '🍽️ Catering & Bar' });
cateringSection.addRow(row => {
row.addDropdown('cateringPolicy', {
label: 'Catering Arrangement',
options: [
{ id: 'in-house-required', name: 'In-house catering required' },
{ id: 'in-house-optional', name: 'In-house available, outside allowed' },
{ id: 'outside-only', name: 'Outside catering only' },
{ id: 'kitchen-rental', name: 'Kitchen rental available' }
],
defaultValue: 'in-house-optional'
}, '1fr');
row.addDropdown('barService', {
label: 'Bar Service',
options: [
{ id: 'none', name: 'No bar/BYOB' },
{ id: 'beer-wine', name: 'Beer & Wine Only' },
{ id: 'full-bar', name: 'Full Bar Service' },
{ id: 'premium-bar', name: 'Premium Open Bar' }
],
defaultValue: 'full-bar'
}, '1fr');
});
cateringSection.addRow(row => {
row.addCheckbox('corkageFee', {
label: 'Corkage Fee (if BYOB)',
defaultValue: false,
tooltip: '+$15-25 per bottle if bringing own alcohol'
}, '1fr');
row.addCheckbox('cakeCutting', {
label: 'Cake Cutting Fee',
defaultValue: false,
tooltip: '+$2-4 per person for outside cake'
}, '1fr');
});
// Additional Services Section
const servicesSection = form.addSubform('services', { title: '👥 Additional Services' });
servicesSection.addRow(row => {
row.addDropdown('coordinator', {
label: 'Event Coordinator',
options: [
{ id: 'none', name: 'Not needed' },
{ id: 'day-of', name: 'Day-of Coordinator ($500)' },
{ id: 'partial', name: 'Partial Planning ($1,200)' },
{ id: 'full', name: 'Full Planning ($2,500+)' }
],
defaultValue: 'day-of'
}, '1fr');
row.addDropdown('security', {
label: 'Security',
options: [
{ id: 'none', name: 'Not needed' },
{ id: 'one', name: '1 Security Guard ($200)' },
{ id: 'two', name: '2 Security Guards ($400)' },
{ id: 'team', name: 'Security Team ($600+)' }
],
defaultValue: 'none'
}, '1fr');
});
servicesSection.addRow(row => {
row.addCheckbox('cleanupIncluded', {
label: 'Cleanup Included',
defaultValue: true,
tooltip: 'If not included, adds $200-500'
}, '1fr');
row.addCheckbox('setupTeardown', {
label: 'Setup/Teardown Assistance',
defaultValue: false,
tooltip: '+$300 for venue staff assistance'
}, '1fr');
});
servicesSection.addRow(row => {
row.addCheckbox('coatCheck', {
label: 'Coat Check Service',
defaultValue: false,
tooltip: '+$150 for staffed coat check'
}, '1fr');
row.addCheckbox('bridalSuite', {
label: 'Bridal/Getting Ready Suite',
defaultValue: false,
tooltip: '+$300 for private prep room'
}, '1fr');
});
form.addSpacer({ height: 20, showLine: true, lineStyle: 'dashed' });
// Cost Breakdown Section
const breakdownSection = form.addSubform('breakdown', { title: '📊 Cost Breakdown', isCollapsible: false });
breakdownSection.addRow(row => {
row.addPriceDisplay('baseRental', {
label: 'Base Venue Rental',
computedValue: () => {
const venueType = venueSection.dropdown('venueType')?.value() || 'banquet-hall';
const quality = venueSection.dropdown('venueQuality')?.value() || 'standard';
const guests = eventSection.integer('guestCount')?.value() || 100;
const duration = venueSection.dropdown('rentalDuration')?.value() || '6hr';
const dayOfWeek = eventSection.dropdown('dayOfWeek')?.value() || 'saturday';
const season = eventSection.dropdown('season')?.value() || 'peak';
let base = venueTypeBasePrices[venueType] || 2000;
// Capacity multiplier
let capacityKey = 'medium';
if (guests <= 50) capacityKey = 'small';
else if (guests <= 100) capacityKey = 'medium';
else if (guests <= 200) capacityKey = 'large';
else if (guests <= 300) capacityKey = 'xlarge';
else capacityKey = 'grand';
base *= capacityMultipliers[capacityKey];
// Quality multiplier
const qualityMults: Record<string, number> = {
'budget': 0.7, 'standard': 1, 'upscale': 1.4, 'luxury': 2
};
base *= qualityMults[quality] || 1;
// Duration multiplier
const durationMults: Record<string, number> = {
'4hr': 0.7, '6hr': 1, '8hr': 1.3, '10hr': 1.5, '12hr': 1.8, 'overnight': 2.5
};
base *= durationMults[duration] || 1;
// Day of week multiplier
const dayMults: Record<string, number> = {
'weekday': 0.7, 'friday': 0.9, 'saturday': 1, 'sunday': 0.85
};
base *= dayMults[dayOfWeek] || 1;
// Season multiplier
const seasonMults: Record<string, number> = {
'off-peak': 0.75, 'shoulder': 0.9, 'peak': 1
};
base *= seasonMults[season] || 1;
if (venueSection.checkbox('ceremonySpace')?.value()) base += 800;
return Math.round(base);
},
variant: 'default'
}, '1fr');
row.addPriceDisplay('amenitiesCost', {
label: 'Amenities & Rentals',
computedValue: () => {
let cost = 0;
if (!amenitiesSection.checkbox('tablesChairs')?.value()) cost += 800;
if (amenitiesSection.checkbox('linens')?.value()) cost += 400;
if (!amenitiesSection.checkbox('danceFloor')?.value()) cost += 300;
if (amenitiesSection.checkbox('stage')?.value()) cost += 400;
if (amenitiesSection.checkbox('valetService')?.value()) cost += 500;
return cost;
},
variant: 'default'
}, '1fr');
});
breakdownSection.addRow(row => {
row.addPriceDisplay('avCost', {
label: 'AV & Lighting',
computedValue: () => {
const av = equipmentSection.dropdown('avPackage')?.value() || 'basic';
const lighting = equipmentSection.dropdown('lighting')?.value() || 'standard';
const avPrices: Record<string, number> = {
'none': 0, 'basic': 300, 'standard': 600, 'professional': 1200, 'premium': 2500
};
const lightingPrices: Record<string, number> = {
'standard': 0, 'uplighting': 400, 'custom': 800, 'premium': 1200
};
let cost = avPrices[av] + lightingPrices[lighting];
if (equipmentSection.checkbox('photoBooth')?.value()) cost += 200;
if (equipmentSection.checkbox('outdoorHeating')?.value()) cost += 300;
return cost;
},
variant: 'default'
}, '1fr');
row.addPriceDisplay('servicesCost', {
label: 'Additional Services',
computedValue: () => {
const coordinator = servicesSection.dropdown('coordinator')?.value() || 'day-of';
const security = servicesSection.dropdown('security')?.value() || 'none';
const coordinatorPrices: Record<string, number> = {
'none': 0, 'day-of': 500, 'partial': 1200, 'full': 2500
};
const securityPrices: Record<string, number> = {
'none': 0, 'one': 200, 'two': 400, 'team': 600
};
let cost = coordinatorPrices[coordinator] + securityPrices[security];
if (!servicesSection.checkbox('cleanupIncluded')?.value()) cost += 350;
if (servicesSection.checkbox('setupTeardown')?.value()) cost += 300;
if (servicesSection.checkbox('coatCheck')?.value()) cost += 150;
if (servicesSection.checkbox('bridalSuite')?.value()) cost += 300;
return cost;
},
variant: 'default'
}, '1fr');
});
breakdownSection.addRow(row => {
row.addPriceDisplay('feesCost', {
label: 'Fees & Charges',
computedValue: () => {
const guests = eventSection.integer('guestCount')?.value() || 100;
let cost = 0;
if (cateringSection.checkbox('corkageFee')?.value()) cost += 20 * Math.ceil(guests / 5);
if (cateringSection.checkbox('cakeCutting')?.value()) cost += 3 * guests;
return cost;
},
variant: 'default'
}, '1fr');
row.addPriceDisplay('perGuestCost', {
label: 'Cost Per Guest',
computedValue: () => {
const guests = eventSection.integer('guestCount')?.value() || 100;
// Calculate total (simplified)
const venueType = venueSection.dropdown('venueType')?.value() || 'banquet-hall';
const quality = venueSection.dropdown('venueQuality')?.value() || 'standard';
let base = venueTypeBasePrices[venueType] || 2000;
let capacityKey = 'medium';
if (guests <= 50) capacityKey = 'small';
else if (guests <= 100) capacityKey = 'medium';
else if (guests <= 200) capacityKey = 'large';
else if (guests <= 300) capacityKey = 'xlarge';
else capacityKey = 'grand';
base *= capacityMultipliers[capacityKey];
const qualityMults: Record<string, number> = {
'budget': 0.7, 'standard': 1, 'upscale': 1.4, 'luxury': 2
};
base *= qualityMults[quality] || 1;
return Math.round(base / guests);
},
variant: 'default'
}, '1fr');
});
// Summary Section
const summarySection = form.addSubform('summary', {
title: '🏛️ Total Venue Cost',
isCollapsible: false,
sticky: 'bottom'
});
summarySection.addRow(row => {
row.addPriceDisplay('totalCost', {
label: 'Estimated Total',
computedValue: () => {
const venueType = venueSection.dropdown('venueType')?.value() || 'banquet-hall';
const quality = venueSection.dropdown('venueQuality')?.value() || 'standard';
const guests = eventSection.integer('guestCount')?.value() || 100;
const duration = venueSection.dropdown('rentalDuration')?.value() || '6hr';
const dayOfWeek = eventSection.dropdown('dayOfWeek')?.value() || 'saturday';
const season = eventSection.dropdown('season')?.value() || 'peak';
// Base rental
let total = venueTypeBasePrices[venueType] || 2000;
let capacityKey = 'medium';
if (guests <= 50) capacityKey = 'small';
else if (guests <= 100) capacityKey = 'medium';
else if (guests <= 200) capacityKey = 'large';
else if (guests <= 300) capacityKey = 'xlarge';
else capacityKey = 'grand';
total *= capacityMultipliers[capacityKey];
const qualityMults: Record<string, number> = {
'budget': 0.7, 'standard': 1, 'upscale': 1.4, 'luxury': 2
};
total *= qualityMults[quality] || 1;
const durationMults: Record<string, number> = {
'4hr': 0.7, '6hr': 1, '8hr': 1.3, '10hr': 1.5, '12hr': 1.8, 'overnight': 2.5
};
total *= durationMults[duration] || 1;
const dayMults: Record<string, number> = {
'weekday': 0.7, 'friday': 0.9, 'saturday': 1, 'sunday': 0.85
};
total *= dayMults[dayOfWeek] || 1;
const seasonMults: Record<string, number> = {
'off-peak': 0.75, 'shoulder': 0.9, 'peak': 1
};
total *= seasonMults[season] || 1;
if (venueSection.checkbox('ceremonySpace')?.value()) total += 800;
// Amenities
if (!amenitiesSection.checkbox('tablesChairs')?.value()) total += 800;
if (amenitiesSection.checkbox('linens')?.value()) total += 400;
if (!amenitiesSection.checkbox('danceFloor')?.value()) total += 300;
if (amenitiesSection.checkbox('stage')?.value()) total += 400;
if (amenitiesSection.checkbox('valetService')?.value()) total += 500;
// AV & Equipment
const av = equipmentSection.dropdown('avPackage')?.value() || 'basic';
const lighting = equipmentSection.dropdown('lighting')?.value() || 'standard';
const avPrices: Record<string, number> = {
'none': 0, 'basic': 300, 'standard': 600, 'professional': 1200, 'premium': 2500
};
const lightingPrices: Record<string, number> = {
'standard': 0, 'uplighting': 400, 'custom': 800, 'premium': 1200
};
total += avPrices[av] + lightingPrices[lighting];
if (equipmentSection.checkbox('photoBooth')?.value()) total += 200;
if (equipmentSection.checkbox('outdoorHeating')?.value()) total += 300;
// Services
const coordinator = servicesSection.dropdown('coordinator')?.value() || 'day-of';
const security = servicesSection.dropdown('security')?.value() || 'none';
const coordinatorPrices: Record<string, number> = {
'none': 0, 'day-of': 500, 'partial': 1200, 'full': 2500
};
const securityPrices: Record<string, number> = {
'none': 0, 'one': 200, 'two': 400, 'team': 600
};
total += coordinatorPrices[coordinator] + securityPrices[security];
if (!servicesSection.checkbox('cleanupIncluded')?.value()) total += 350;
if (servicesSection.checkbox('setupTeardown')?.value()) total += 300;
if (servicesSection.checkbox('coatCheck')?.value()) total += 150;
if (servicesSection.checkbox('bridalSuite')?.value()) total += 300;
// Fees
if (cateringSection.checkbox('corkageFee')?.value()) total += 20 * Math.ceil(guests / 5);
if (cateringSection.checkbox('cakeCutting')?.value()) total += 3 * guests;
return Math.round(total);
},
variant: 'large'
});
});
summarySection.addRow(row => {
row.addTextPanel('disclaimer', {
computedValue: () => 'Venue prices vary significantly by location and availability. This estimate excludes catering, which is typically $50-200+ per person. Contact venues directly for exact pricing.',
customStyles: { 'font-size': '0.85rem', 'color': '#64748b', 'text-align': 'center' }
});
});
form.configureSubmitButton({
label: 'Request Venue Quote'
});
}
Frequently Asked Questions
What's included in typical venue rental fees?
Most venues include the space, basic tables and chairs, standard lighting, and cleanup. However, inclusions vary widely. Always ask about AV equipment, linens, setup/teardown, and parking separately.
How far in advance should I book a venue?
For popular dates (Saturday evenings in peak season), book 12-18 months ahead for weddings. Corporate events and off-peak dates may only need 3-6 months notice. Popular venues book up fast.
Why are Saturday weddings more expensive?
Saturdays are the most popular day for events, creating high demand. Venues charge premium rates for peak times. Consider Friday evenings or Sundays to save 15-30% on venue costs.
Is catering included in the venue price?
Usually not. Most venues either require you to use their in-house catering (often with minimum spending requirements) or allow outside caterers (sometimes with fees). Catering typically adds $50-200+ per person.
Can I customize this calculator for my venue?
Absolutely! Add your specific packages, adjust pricing for your location, include your unique amenities, and embed it on your venue website to help clients estimate event costs.