Event Ticket Sales and Budget Tracker

Who this is for

Ticket sales set against the costs. Enter your ticket types and prices, the costs of the event and each sale as it comes in, and the tracker shows the seats left, how many tickets cover the costs and the surplus or deficit to expect.

Club and charity volunteers organising a dinner, concert, dance or social who need to know whether ticket income will cover the bill.

What this helps you track

• Each ticket type with its price, allocation and number sold
• Every cost of the event, estimated and then actual
• A running log of who bought what and how they paid
• Seats remaining against the venue capacity
• Break-even tickets and the surplus or deficit expected

How to use it

1. Fill in the event, date, venue, capacity and organiser at the top.
2. List each ticket type with your own price and the number allocated.
3. Enter each cost with its estimate; add the actual figure when the invoice arrives and tick when it is paid.
4. Log each sale as it happens, then update the number sold for each ticket type.
5. Watch the summary for seats left, break-even and the surplus; the browser and workbook do the sums.
6. On paper, add up each column and work the totals by hand.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How is break-even worked out?

The costs are divided by the average price paid per ticket so far, which is ticket income divided by tickets sold. If you have several prices, the figure moves as the mix of tickets changes.

Which cost figure does the tracker use?

Each cost line uses the actual figure once you enter one, and the estimate until then. That keeps the projection sensible before every invoice is in.

Does the sales log update the ticket table automatically?

No. The sales log is a record of each sale; update the sold figure for each ticket type from it. The log totals help you check the two agree.

Can I include donations or raffle income?

Keep this sheet to tickets and event costs. Record other takings separately, for example on a quiz night or takings sheet, and add them together in your cashbook.