Birthday Café Event Budget Calculator (rental, cup sleeves, gifts, split per organiser)

How it works

Items to make = visitors × (1 + spare %), rounded up. Total = rental + items × (cup sleeve + gift set) + decorations + other. Each organiser pays total ÷ organisers. If you sell gift sets, break-even = total ÷ price, rounded up. Do not use an artist’s official logos or photos you do not have the rights to on printed goods.

FAQ

How many visitors should I plan for?

Look at past cafés for the same artist in a similar area, and add a spare margin; leftover sleeves are cheaper than running out on the first day.

How do we split costs fairly?

Equal shares are simplest. If one organiser pays the deposit, record it and settle the difference at the end using the per-organiser amount.

Checked 11 Nov 2026. Event budget arithmetic. Prices: your café and print-shop quotes.