Tools and templates for the person who got handed the event
You didn't ask to plan the offsite. Now you're pricing a ballroom, reading a contract you've never seen before, and explaining the number to finance. These tools give you a defensible figure in seconds, free, with no login and nothing leaving your browser. When you're ready for real quotes, the directory connects you with up to three venues that fit.
Calculators & Tools
Instant, client-side estimators. Nothing you type leaves your browser, and every result is yours to copy or print.
Event Budget Builder
Add venue, F&B, AV, staffing, and the rest, then see the total, the per-head cost, and a contingency line you can defend.
Open the tool →F&B Minimum Estimator
Find out whether your headcount and menu clear the food-and-beverage minimum a venue will write into the contract.
Open the tool →Room-Block Calculator
Pick the block size that covers your out-of-town guests without leaving you on the hook for empty rooms.
Open the tool →AV Cost Estimator
Get a ballpark AV number before the quote lands, and a flag for the in-house markup you're probably paying.
Open the tool →Meeting Room Capacity Calculator
Size a room for your headcount by setup style, or size a headcount to a room, then search the venues that publish a room that big.
Open the tool →Tables and Chairs Calculator
Chairs per table, tables per guest count, linen drop, and the chair order to send the rental desk.
Open the tool →Templates & Checklists
Venue-ready documents you can grab in one click. Free and ungated, every one.
- Venue RFP Template A clean, venue-ready request for proposal. Fill it in, print it, or save it as a PDF from your browser.
- Site-Visit Checklist A 40-point walk-through so you ask about loading docs, power drops, and ceiling height before you sign, not after.
- Run-of-Show Template A minute-by-minute production schedule from load-in to strike, ready to hand to your AV crew and banquet captain.
Budgeting & Contracts
Price the whole event before you sign, and read the clauses that decide your final bill.
Hotel Attrition Calculator
Estimate the fee if your room block finishes short, from your own clause, and find the pickup where it stops.
Open the tool →Conference Budget Calculator
Split fixed cost from per-attendee cost, add sponsorship, and read the ticket price and attendance you need to break even.
Open the tool →- Price the whole event first in the budget builder, then bring the contract numbers back here.
- Contract and clause guides: what the attrition, service-charge and deposit language actually costs you.
Guides & Playbooks
The reasoning behind the numbers, from planners who booked the rooms.
- How-to guides: the mechanics of contracts, F&B, AV, vendors, and briefing a venue.
- Best-of venue picks, city by city and category by category.
- Seasonal booking guides: which months fill first, and what that does to rate.
- Stories from the field: what actually happened on real events.
City & Venue Intelligence
What an event actually costs where you're holding it, and which months book up first.
- Browse venues by category and city to see real capacities and locations.
- Venue capacity benchmarks: search the rooms we hold published capacities for.
Get started
Save your work and get quotes when you're ready.
A free account is one email and a one-time sign-in link. No password. It lets you save calculator results, shortlist venues, and email yourself your saved files. That's it.
Common questions
- Do I need an account to use these tools?
- No. Every calculator, template, and checklist is free and works without signing in. Nothing you type into a calculator leaves your browser. A free account only adds the option to save a result or shortlist venues for later.
- Are the numbers in the calculators accurate?
- They are planning estimates built from typical price ranges a corporate planner would recognize, not quotes. Use them to set expectations and check a vendor's number against a sane range. The final figure always comes from the venue contract.
- How is this different from your blog?
- The blog explains the reasoning; the tools do the math. Each calculator links to the matching article when you want the why behind a number, and each article links back to the live tool when you just want the result.
- What does it cost to get quotes from venues?
- Nothing. Requesting quotes through the directory is free for planners. We share your inquiry with up to three matching venues so you hear back from real options, not a call center.