Use this free Birthday Party Budget Planner to estimate total party costs, calculate cost per guest, add custom expenses, export results, and create a shareable plan. Fast, simple, and mobile-friendly.
🎉 Birthday Party Budget & Guest Planner
👨👩👧👦 Family Guest List
| Family Name | Members |
|---|
Total Guests: 0
🨲 Per Guest Budget Planner
💰 Budget Details
Venue hire, hall booking, or location fees. Optional if using per-guest budgeting. Total cost of catering or per-plate rates multiplied by guests (if not using per-guest field). Balloons, flowers, stage, props. DJ, live performers, MC, games, etc. Cake, cupcakes, sweet counters. Return gifts or party favors. Photographer/videographer fees. Transportation, permits, contingency. Enter a fixed amount (e.g., 500) or percentage (e.g., 10%). Percentage is applied to the pre-discount total cost.➕ Custom Expense Fields
Add extra items (e.g., Extra decor, Photo booth). These are optional and included in total & chart.Results
Total Estimated Cost: ₹ 0
Discount Applied: ₹ 0
Final Cost After Discount: ₹ 0
Cost Per Guest: ₹ 0
What is the Birthday Party Budget Planner?
The Birthday Party Budget Planner is an easy-to-use online tool that helps you estimate the full cost of a birthday celebration. Enter guest counts, venue, food, décor, entertainment and other costs — the planner sums everything and shows you final totals and cost-per-guest.
Why you need this planner
Planning a party involves many small costs that add up quickly. This planner centralizes all expenses so you can: control spending, compare options (e.g., cheaper venue vs better food), and avoid surprises on the day of the event. It’s useful for personal parties, kids’ parties, family gatherings, and small community events.
Key features
– Add multiple family / guest groups and compute total guests.
– Input category costs (venue, food, décor, entertainment, cake, gifts, photography, misc).
– Add unlimited custom expense fields.
– Apply a discount (fixed amount or percentage).
– See cost-per-guest and a visual expense breakdown chart.
– Export budget as CSV and create a shareable link.
How it works (formulas)
All calculations follow simple arithmetic so results are transparent and easy to verify.
Formulas:
Total Guests = sum of all family member countsPer-Guest Total = Per-Guest Amount × Total Guests(if you input a per-guest amount)Category Total = Venue + Food + Decor + Entertainment + Cake + Gifts + Photography + MiscCustom Total = sum of all custom expense amountsPre-Discount Total = Per-Guest Total + Category Total + Custom TotalDiscount Amount = (if ends with '%') Pre-Discount Total × percentage / 100 else fixed amountFinal Total = max(0, Pre-Discount Total − Discount Amount)Cost Per Guest = (Total Guests > 0) ? Final Total / Total Guests : (Per-Guest Amount or 0)
Real-life example (quick)
Example: 50 guests, per-guest ₹300 = ₹15,000; venue ₹8,000; food ₹7,000; decor ₹2,000; miscellaneous ₹1,000; custom photo booth ₹2,500. Pre-Discount Total = 15,000 + (8,000+7,000+2,000+1,000) + 2,500 = ₹35,500. If you apply 10% discount → Discount = ₹3,550 → Final Total = ₹31,950 → Cost per guest ≈ ₹639.
How to use — step by step
1. Add family groups using the “Add Family” button and enter member counts.
2. Optionally enter a Per-Guest Budget (this multiplies by total guests).
3. Fill category amounts for venue, food, décor, entertainment, cake, gifts, photography and misc — any field may be left blank if not applicable.
4. Add any custom expenses (photo booth, extra decor, special performers).
5. Add an optional discount (type `500` for fixed or `10%` for percent).
6. Click Calculate Final Result to view totals and the expense chart.
7. Export CSV or copy a shareable link to reopen the same plan or send to friends.
Why this method works
Breaking the budget into categories and allowing per-guest and custom inputs helps you see which line items drive costs so you can make targeted trade-offs — for instance, reducing décor to spend more on food, or increasing the budget for photography while cutting a less important expense.
Tips for realistic budgets
– Always add a 5–10% contingency in Miscellaneous to handle unexpected expenses.
– Confirm per-plate cost with caterers (some list per-plate for adults and children).
– For kids’ parties consider fewer adult plates or cheaper drink options.
– Book venue and vendors early to avoid surge pricing.
– Compare a small increase in guest count vs. cutting an optional item — sometimes adding 5 guests is cheaper than paying extra for a premium cake.
Frequently Asked Questions (FAQ)
Q: Does the planner include taxes or service charges?
A: The planner does not automatically add taxes or vendor service charges—enter those as a custom expense or in the Miscellaneous field to include them in the total.
Q: Can I include children and adults separately?
A: The planner uses a single “members” count per family. If you need separate counts for adult vs children pricing, add a custom field (e.g., “Children plates”) and enter the additional costs manually.
Q: How is discount applied?
A: You can enter a fixed discount (e.g., 500) or a percentage (e.g., 10%). Percentage discounts are applied to the pre-discount total.
Q: Can I save or share my plan?
A: Yes — use the “Copy Shareable Link” button to generate a link you can send to others; the link loads the same inputs back into the planner. You can also export budgets as CSV for spreadsheets or printouts.
Q: What happens if I enter a per-guest value and also enter category totals?
A: The planner adds both: Per-Guest Total (per-guest × guests) plus category totals. If you prefer category totals only, leave the per-guest field blank.
Safety & Disclaimer
Disclaimer: This planner provides estimates only. Vendor quotes, taxes, tips, and last-minute changes can affect final costs. Always confirm prices with vendors and treat this tool as a budgeting aid, not an exact invoice.