Calculation types for events

Standard calculation modes & type prices

Standard type prices are available for options and upgrades in the "Prices" section:

  • Base fixed price
  • Price per unit
  • Price per guest

These type prices can be combined in any way you want. Just click on the "Add price" link and the corresponding type price will be added.

Eventmachine stores all prices exclusively as net prices. The selected tax is added in each case, the gross price is automatically shown correctly. However, you can also enter gross prices everywhere. If you only know your prices as gross prices, this will save you the conversion.


What is a base fixed price?

The base fixed price is a fixed amount to which all other prices are added.

One room costs EUR 500,- rent without equipment. The rent in this case is the basic fixed amount, to which other prices can be added.Ein Raum kostet ohne Ausstattung EUR 500,- Miete. Die Miete ist in diesem Fall der Basis-Festbetrag, zu dem andere Preise addiert werden k├Ânnen.

What is a price per unit?

The unit price is a price multiplied by the number of units of an option or upgrade.

Example: Technical equipment is often charged per unit, i.e. per piece. If a flipchart costs EUR 20 (per piece), this price can be stored as "price per unit".

Tip: You can define whether a user is allowed to enter the desired number of units in the configurator or not. For certain options and upgrades, user input may be desired (e.g. flipcharts), for others it may make less sense (e.g. beamers).

What is a price per guest?

The price per guest is a price multiplied by the number of attendees.

Example: The total price of a hotel room is calculated from the overnight stay itself (price per unit), but breakfast is recorded as a price per guest.

Tip: Here, you can also define whether the user is allowed to change the quantity in the configurator or not. If not, the total number of attendees of an event is always used for calculation.

Minimum price vs. minimum catering turnover

A minimum price can be defined for almost all options and upgrades. To do this, use the "Add minimum price" link. In the event space section, on the other hand, a special price type is available - the "Minimum catering threshold".


What is a minimum price?

The minimum price is the price that is charged as a minimum - namely, when the calculated price is lower.

Example: An activitiy could be a guided city tour for EUR 7,- per participant. With 5 participants, the calculated price is 5 x EUR 7 = EUR 35. Perhaps, however, a city guide costs at least EUR 50,-. In this case EUR 50,- would be the minimum price, which will also be charged. The indicated price per participant in the quote increases accordingly.

What is a minimum catering threshold?

The minimum catering turnover defines the catering turnover above which no rent is charged for an event space.

Example: A meeting room costs EUR 250,- rent. You decide to provide this room free of charge from a booking of 10 meeting packages amounting to EUR 45,-. The minimum catering threshold is therefore 10 x EUR 45 = EUR 450 for this room. From a booking of 10 packages (= 10 persons) no rent will be charged, below 10 packages the rent will be charged proportionally or in full.

Price adjustments

Any number of price adjustments can in turn be added to all prices.

For example, you can use the price adjustments to control which prices apply to different time periods. For example, the same event with the same content can cost different money at different times. For example, this can be set up for

  • Promotional periods
  • Weekends vs. weekdays
  • Trade fair periods or major events in your region
  • Days with very high or low utilization
  • Seasonal price differences

If, for example, you want to adjust a price - based on the event date - proceed as follows during setup:

  1. Define relevant timeframes in the "Yield Management" section
  2. If applicable, combine different time frames into one superordinate time frame group
  3. Add a price adjustment to the price you want to increase or decrease
  4. Go to "Rules for this price adjustment" and add the rule "Event Time Frame)" via the "+" icon. In the settings of the rule, select for which time frame (or group) the adjustment should be calculated

If a price (or a price adjustment) is given a rule, the price is always calculated when the conditions of this rule are met. If a price has no rule, then this price is always added.

Our tip

Give your prices names! You have the possibility to optionally add a name to each price. This name will then appear in the headline of the prize.


Naming prices is especially advisable when an option (or upgrade) has multiple price components. Especially if you set up mixed prices (e.g. "price per guest" plus "price per unit"), or use multiple prices with rules, clear and unambiguous naming is useful.

This not only facilitates the overview, but also saves a lot of time in future data maintenance.

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