Estimate how many paid guests a catered event needs before its contribution covers event-level fixed costs. The calculation uses venue capacity, price per guest, variable cost per guest, and fixed costs. It returns the break-even guest count and occupancy rate, then compares that threshold with your expected attendance so you can spot a shortfall before confirming the event.
Contribution per guest = revenue per guest − variable cost per guest. Break-even guests = fixed costs ÷ contribution per guest. Occupancy = break-even guests ÷ capacity × 100.
The guest count is rounded up because a fraction of a paying guest cannot cover the remaining cost.
Keep the reporting period and the treatment of taxes, fees, refunds, and complimentary service consistent across every input.
At $75 per guest, $32 variable cost, and $4,500 fixed cost, contribution is $43. Break-even attendance is 105 guests, or 52.5% of a 200-guest venue.
Include costs that rise with each additional guest, such as food, disposables, and per-person service charges.
Any period works if every input covers the same dates and the same operation.
Yes where the form allows it. Percentage results that require revenue will be shown as unavailable rather than divided by zero.
Only include them when they are consistently included in both the revenue and cost figures you enter.
Actual results can differ because of overtime, refunds, complimentary service, waste, discounts, or costs omitted from the inputs.
| Output | Meaning |
|---|---|
| Break-even occupancy | Primary operating result |
| Break-even guests | Supporting decision metric |
| Contribution per guest | Supporting decision metric |
| Forecast margin | Supporting decision metric |