Free tool
What does each birthday party really earn?
Put in your package, your staff and what goes into a party. See the profit on an average party, the cost per kid, the break-even price, and the package price for the margin you want.
What goes into it
The costs that decide a party's price
Staff time, all of it
A two-hour party is rarely two hours of work. Setup and cleanup add time for every host on the floor, and that time is paid.
Food, drink and favors
These scale with every child, which is why extra kids need their own price. A package that includes too many kids quietly gives away the margin.
Supplies
Plates, cups, decorations and cleaning supplies. Small per party, and easy to forget when setting a price.
The slot you give up
If a party closes the gym or the party room during open play, the open play revenue from that slot is part of the party's cost.
Card fees
Payment processing takes a percentage of every party, deposit and balance alike.
How the calculator works
Revenue is the package price plus extra kids above the number included. Costs are staff hours (party length plus setup and cleanup, times the number of staff, times the cost of an hour), food, drink and favors per kid, supplies per party, any open play revenue given up, and card fees as a share of revenue. The target price solves for the package price that leaves your chosen margin after those costs, with the same extra kids.
Questions
Questions about pricing birthday parties
How should a kids' gym price birthday parties?
Start from the cost of an average party, not the competitor down the street: staff time including setup and cleanup, food and favors per child, supplies, card fees, and any open play you give up. Then set the package price for the margin you need, and price extra kids so each one pays for itself.
How many kids should a party package include?
Enough to cover a typical party without giving away the food and favors for the largest ones. Put in your average attendance and watch the cost per kid: if extra kids are priced below it, each one lowers your margin.
Should the price include the party room?
Yes, if the party keeps the room or the gym from earning something else. Enter what that slot would have earned in open play, and the calculator counts it as a cost.
Can I share these numbers with my partner or franchisor?
Yes. Every number you change is saved in the page's address, so copying the link shares exactly what you see. Nothing is stored anywhere else.
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