Private Hire & Event Profit Calculator
Private hire calculator for venues. Model revenue, minimum spend, per-guest costs, staffing and fixed costs to see profit per guest, break-even and recommended minimum spend.
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Private hire looks profitable until you add up staffing, security, entertainment and linen. This calculator builds a full event P&L - revenue, per-guest costs, fixed costs and net profit - plus the minimum spend and guest count you'd need to hit your target.
What this calculator does
Models the full profit and loss of a private hire booking - minimum spend, room hire, per-guest costs, staffing and fixed costs - and shows profit per guest, break-even guest numbers and the minimum spend you should be quoting.
Who it is for
- Venues and events teams pricing weddings, parties and corporate hire.
- Operators building a hire tariff rather than quoting ad hoc.
- Anyone who has hosted a busy event and been disappointed by the profit.
How to use it
- Enter guest numbers and the per-guest spend or minimum spend, net of VAT.
- Add room hire and any separate charges as revenue lines.
- Enter per-guest cost of food and drink, then staffing, security, hire of equipment and any fixed costs of opening the space.
- Read profit per guest, profit percentage and the recommended minimum spend.
The formula
- Revenue = (Guests x Spend per guest) + Room hire + Other charges
- Variable costs = Guests x Cost per guest
- Total costs = Variable costs + Staffing + Fixed and hire costs
- Profit = Revenue - Total costs, and Profit per guest = Profit / Guests
Worked example
An 80-guest private dinner at a £55.00 net minimum spend per head plus £750 room hire, with £19.00 per-guest costs, £980 staffing, £300 security and £270 of linen and AV.
- Revenue = (80 x £55.00) + £750 = £4,400 + £750 = £5,150
- Variable costs = 80 x £19.00 = £1,520
- Total costs = £1,520 + £980 + £300 + £270 = £3,070
- Profit = £5,150 - £3,070 = £2,080, which is 40.4% and £26.00 per guest
£2,080 profit, a 40.4% margin and £26.00 of profit per guest.
How to read your result
- Room hire is close to pure contribution, which is why a hire fee often matters more than the per-head price.
- Profit per guest is the number to negotiate with. It tells you instantly what a drop from 80 to 60 guests costs.
- If the event closes the venue to normal trade, subtract the trade you lose before calling it profitable.
What to do next
- Publish a minimum spend by day and season rather than quoting each enquiry from scratch.
- Charge separately for anything with a real cost - AV, extra security, late licence, room turnaround.
- Set a walk-away profit per guest and hold it.
Common mistakes to avoid
- Quoting a minimum spend that includes VAT while costing net.
- Under-rostering set-up and clear-down hours.
- Discounting room hire to win the booking, which removes the most profitable line in the quote.
Assumptions and limitations
- Excludes rent, rates and other overheads unless entered as fixed costs.
- Assumes the contracted guest number is served; build in your own contract's drop-off allowance.
Dumb Bambi provides general business information, not accounting, tax or legal advice. Read our calculation methodology or tell us about a mistake.
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Keep going with these tools
- Event Profit Calculator - Revenue, costs, net profit and profit % for events.
- Break-Even Calculator - How many units you need to sell to break even.
- GP Calculator - Gross profit, GP % and markup % in one place.
Frequently asked questions
How do I set a minimum spend?+
Take your fixed costs plus a target profit, then divide by your expected per-guest margin. This calculator does that for you.
Should room hire be VAT-inclusive?+
For consumer weddings, yes - quote gross. For corporate clients that reclaim VAT, quote net.
What deposit should I take?+
30–50% of the minimum spend is standard, with the balance due 7–14 days before the event.