Free Tools for Event & Catering Pros

Interactive calculators and ready-made templates — free, no sign-up. For caterers, venues and agencies.

Staff & shifts

Surcharge Calculator for Hospitality & Events

Calculate Sunday, holiday and night surcharges for your event staff in seconds.

Staffing Calculator for Events & Catering

How much service, kitchen and bar staff does your event need? Estimate in seconds.

Shift Plan Template (CSV)

Staffing, hours and pay per event – ready-made Excel template to fill in.

Catering & kitchen

Catering Benchmark 2026 (PDF report)

7 benchmarks from 1,300+ real catering quotes: price per guest, discount reality, lead times, payment terms — free PDF download (report in German).

Catering Calculator: Price per Person

Turn food cost, staff and markup into a sell price and a price per person – for caterers and party services.

Catering Quote Generator

Enter line items — VAT split and deposit are calculated automatically. Copy the finished quote as text.

Drinks Quantity Calculator for Events

How many drinks per guest? Estimate quantities, litres and bottles for your event.

Buffet Quantity Calculator

How much food per guest? Quantities per buffet style – warm buffet, BBQ, finger food, brunch.

Catering Quote Template (Word + PDF)

Ready-made catering quote to fill in: letterhead, line items, VAT split 7 %/19 %, terms, signature – as a Word file and PDF.

The 2026 Quote Report

Price benchmarks from over 3,200 real event quotes — price per guest, event timing and the 10-point quote checklist.

Food Cost Calculator for Restaurants & Catering

Calculate food cost, food-cost ratio, gross profit and sell price per dish in seconds – with formula, example and rating.

Venue & rooms

Room Capacity Calculator

How many people fit in the room? Capacity per seating layout from the floor area.

Toilet & Sanitary Calculator for Events

Work out toilets, urinals and wash basins for your guest count in seconds – guide values per MVStättVO.

Parking Calculator for Events

How many car spaces does your event need? From guest count, car share and occupancy in seconds.

Finance & legal

XRechnung Validator (structure check)

Check XRechnung/UBL/CII XML for well-formedness and EN16931 mandatory fields.

VAT Calculator for Hospitality & Catering (DE/AT)

Net and gross for food, drinks and catering – with the correct rate for Germany and Austria.

Cancellation Fee Calculator for Catering & Events

Calculate the cancellation fee by notice period – an industry-typical schedule from 0 to 90 % of the order value.

Delivery Note Generator: Create a Delivery Note Online

Enter sender, recipient, line items and remarks – get a finished delivery note with signature fields as a PDF, free and without sign-up.

Create an XRechnung – free, no software needed

Enter your invoice data, download the XRechnung as XML – checked in the same step. For public-sector invoices with a Leitweg ID and for the German B2B e-invoicing mandate.

Planning & templates

Event Budget Calculator

Venue, catering, drinks, staff and more into one total – flat or per guest.

BEO Template (Banquet Event Order) – Free Download

Banquet event order to fill in: header with event, client, venue and room, guaranteed and expected guest count, setup and times, plus timeline, food and beverage with allergens, bar, setup and equipment, AV, staffing, billing and signatures – as a Word file and PDF.

Event Checklist (CSV)

From inquiry to follow-up – every task with a deadline.

Event Run Sheet Template (Word + PDF)

Event run sheet to fill in: header with event, venue, guest count and contacts, plus time, programme item, owner, room, tech, catering note and status – as a Word file and PDF.

Frequently asked questions

What are these free tools?: Interactive calculators and ready-made templates for event and catering pros – drinks and staffing needs, buffet quantities, budget, VAT, XRechnung and more. Usable straight in the browser, no sign-up.
Are the tools really free?: Yes, fully and with no hidden cost. You can optionally get your result and templates by email and try Univents for 7 days – but that is not required.
Do I need an account?: No. The calculators and downloads work without sign-up. You only need an account once you want to use Univents for full event planning.
How accurate are the results?: The tools give proven industry reference values for planning and quoting – not binding figures. For payroll, legal and tax matters your individual contracts and regulations apply.
Who are the tools for?: For caterers, event venues, agencies and anyone planning events – from a small company gathering to a large wedding.

Univents newsletter

Product news and practical tips for event and catering businesses. Roughly once a month, no more.