Free tools
Free tools for venue teams
Calculators for pricing, planning and running events. Free, and no account needed.
Pricing
Venue rental pricing calculator
Turn your Saturday peak rate into a full rate card: Mon–Thu, Friday, Saturday and Sunday across peak, shoulder and off-peak months. Free, no sign-up.
- For venues
Food and beverage minimum calculator
Set a food and beverage minimum for a space from guests, spend per guest and a percentage, then scale it for Saturday peak, Friday–Sunday and weekday dates.
- For venues
Event deposit and payment schedule generator
Turn an event total into a dated payment schedule: deposit, instalments and final payment, with a contract clause to copy and an .ics calendar of the due dates.
- For venues
Service charge, gratuity and sales tax calculator
See what a client pays once service charge, optional gratuity and sales tax are added to a food and beverage bill, with plain-language definitions of each.
- For venues
- For couples & planners
Off-peak venue pricing planner
Plan slow-month discounts for your venue: set a Saturday rate, mark slow months, discount each day group and see the price on every date. Free, no sign-up.
- For venues
Event planning
Wedding & party alcohol calculator
Work out how much beer, wine and liquor to buy for a wedding or party, plus ice, mixers and cups. Adjust the guests, hours, drink mix and planning rule.
- For couples & planners
- For venues
Venue capacity calculator
Estimate how many guests fit in your room for banquet, theater, cocktail and classroom layouts, after the stage, bar, dance floor and buffet. Free, no sign-up.
- For venues
- For couples & planners
Wedding table and seating calculator
Work out how many tables you need for your guests: 60" and 72" rounds, 6 ft and 8 ft banquet tables, with empty seats and a linen size for each. Free.
- For couples & planners
- For venues
Event catering quantity calculator
Estimate how much food to plan for your guests: appetizers, protein, sides, salad, bread and dessert for plated, buffet, family-style or appetizer-only events.
- For couples & planners
- For venues
Wedding and event budget calculator
Split your wedding, party or corporate event budget by category, with dollar amounts and cost per guest. Choose a priority, edit every row, export to CSV.
- For couples & planners
- For venues
Operations
Event profit and margin calculator
Work out the profit and margin on one event: add rental, food and beverage and add-on revenue, subtract staffing, F&B cost, supplies, cleaning and card fees.
- For venues
Venue occupancy rate calculator
Work out your venue’s occupancy rate from days booked and days available: overall, for each space (up to 10) and, with monthly numbers, month by month.
- For venues
Event proposal generator
Build an event proposal you can send today: your details, the event, line items with service charge and tax, terms and a place to sign. Free PDF or Word.
- For venues
Event invoice generator
Make an event invoice to send: line items, service charge and tax, payments already received and the balance due. Download as a PDF or a Word file. Free.
- For venues
BEO (banquet event order) template
Free banquet event order (BEO) generator: event details, timeline, menu with dietary counts, room setup, AV, staffing and approvals on one page. PDF or Word.
- For venues
Venue rental contract template
Free venue rental agreement starter: pick the clauses you want, fill the blanks, download PDF or Word. Not legal advice — have an attorney review it.
- For venues
Run of show template
Build a run of show for a wedding, party, conference or gala: times, segments, notes and owners. Download a PDF, a Word file or a calendar (.ics) file. Free.
- For venues
- For couples & planners
Event cancellation policy generator
Turn your refund steps into a clear cancellation policy: a tier bar, plain-language text to paste on your site, and a PDF or Word file for contracts. Free.
- For venues
Marketing
Free tools by VenueDirector. No sign-up needed.