Free Event Planning Tools
Professional-grade tools designed for South African event planners. No signup required — start planning now.
Event ROI & Cost-per-Attendee Calculator
Work out cost per attendee, cost per lead and event ROI on gross profit, with break-even and sensitivity. Export a one-page business case for finance. Free.
- Cost per attendee and qualified lead
- Gross-profit ROI, break-even and sensitivity
- Download a finance-ready business case
Playlist & Entertainment Planner
Free planner for corporate event music: timed phases, BPM, volume and genre mix for your crowd, plus walk-on and last-song ideas. Download a DJ brief PDF.
- Phase-by-phase music and entertainment plan
- Genre mix, track suggestions and handover cues
- Download a DJ or band brief
Generator & Backup Power Sizing Calculator
Build your event's power load and get generator kVA, single or three-phase, diesel per hour, UPS size and a PDF load sheet. Free, built for load-shedding.
- Equipment loads, surge and generator sizing
- Phase, diesel and critical-load UPS estimates
- Download a power load sheet
Use the planning tools in a practical sequence
Begin with a brief and an indicative budget
These tools help turn an early idea into questions you can discuss with your venue and suppliers. Start with an audience size, event format and budget range. The event budget calculator lets you explore how changing the format or service level affects an indicative cost breakdown. Use the result to prioritise your spend and identify missing items, not as a confirmed quotation or a promise of supplier availability.
Keep a record of the assumptions behind each version. A seated dinner and a standing reception may have the same guest count but need different furniture, catering and production arrangements. Changing the guest count later can affect more than the catering total. Revisit your estimates when the programme, venue or layout changes, and compare the latest version with actual quotations before you commit expenditure.
Test the space before booking the layout
Use the seating calculator to explore an arrangement appropriate to the programme, then discuss it with the venue. The usable space may be reduced by columns, fixed equipment, staging, service routes and accessibility requirements. Calculator results do not replace a venue-approved floor plan, occupancy limit or fire-safety assessment. Leave enough room for guests and staff to move safely rather than filling every available square metre with seating.
For an outdoor event, the tent calculator helps estimate the footprint required for guests and supporting areas. Consider the stage, dance floor, bar and catering space together. The tent supplier still needs to assess the site, ground conditions, anchoring, weather exposure and installation access. Do not treat a calculated tent size as structural approval or confirmation that a particular site can accommodate the installation.
Take the checklist to the venue
The site visit checklist brings the practical questions together so you can compare venues consistently. Walk the guest journey from arrival to departure and record questions that need written confirmation. Save or export the relevant outputs for your planning discussion; PDF downloads may ask for contact details. The tools can be used without creating an account. Before the event, have the responsible venue and suppliers confirm their final specifications, costs and safety requirements against the agreed plan.