Know what the show nets before you sign the offer.
A four-tab Excel budget for concerts, club nights, and festivals. Full show P&L with budget vs actual variance tracking, a ticket tier calculator that models fee drag tier by tier, and a break-even engine that tells you exactly how many tickets the night has to sell.
Most shows lose money on the offer, not on the night. By the time the guarantee is signed and production is booked, roughly ninety percent of your cost is committed and the only variable left is ticket sales. This template puts the break-even number in front of you before that happens, then tracks every line from quote to paid so the settlement writes itself instead of taking a week of invoice archaeology.
A full show P&L across five cost buckets: Artist & Talent, Production, Operating & Venue, Labor & Payroll, and Marketing. Budget, Actual, and Variance columns side by side, with a Quoted / Confirmed / Invoiced / Paid / Closed dropdown on every line so you always know what is still open.
An eight-tier ladder from early bird to door price, plus VIP, comps, and holdbacks. Set your platform fee, processing rate, and per-ticket fee once, and every tier shows gross, fees, net to event, and sell-through. The net figure feeds straight into the budget.
Contribution per paid ticket, break-even ticket count, and break-even as a percentage of capacity. A six-row scenario grid prices out soft on-sale, slow build, solid, strong, sellout, and your actual current pace, so you can see the downside before you commit to a guarantee.
Talent buying fee runs at 10% of the guarantee, bar COGS at 25% of bar revenue, contingency at 5% of direct costs, and net ticket admission is linked live across tabs. Change the ticket ladder and the whole model, including break-even, moves with it.
Same-day ACH to every artist and vendor on your budget, automatic W-9 collection at the time you send the offer, approval workflows for your finance team, and a clean sync to QuickBooks so your books close faster after every event.
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